Deputy Executive Director

**Job Scope**:
1. Overall management of the MPS Secretariat and being general guidance of the MPS Council then to attend as ex-officio of the MPS Council.

2. External relations with all Ministries, Government institutions / Departments, Media, Relevant Trade and Professional Bodies etc.

3. Monitoring industry development.

4. To be a committee member of selected Committees / Chapters and maintain the MPS communication with members.

5. Attend Council and selected Area Committee / Committee / Chapter meetings and other external meetings whenever necessary.

6. To draw the attention of the President and Council on all incoming mails that have an effect on the profession and to provide relevant follow through.

**1. Duties towards Council**:
i. To work and represent the best interest of the President, the Council and organization at all times and in external meetings where relevant.

ii. To liaise with Council Members on the affairs of MPS in which the Council member is responsible for and to follow through with action plan when needed

iii. To assist the Council to guide the activities in the Area Committees in carrying out their responsibilities

iv. To ensure that activities and events of MPS are being supervised and meet timelines and productivity

v. Maintaining proper filing of correspondence / reports for references and follow-ups (see also Annual Reports)

vi. Develop and implement strategies aiming to promote the organization’s mission and “voice”.

vii. Create complete business plans for the attainment of goals and objectives set by the Council.

**2. Duties within Management**:
**2.1. Operational**:
i. Review reports by subordinate managers and entity heads to acquire understanding of the organization’s financial and non-financial position.

ii. Devise remedial actions for any identified issues and conduct crisis management when necessary.

iii. Review all legal collaboration and advise the Council accordingly to preserve the interest of the organization.

iv. To ensure that activities and events of MPS are being supervised and meet timelines and productivity.

v. Maintaining proper filing of correspondence / reports for references and follow-ups (see also Annual Reports).

vi. To ensure annual reports verified in proper format and set for submissions.

vii. To review all MOU / Sponsors agreement for council and liaise with Legal Advisor to ensure MPS interests are taken care of.

viii. Provide marketing direction to drive the growth of the organization.

ix. To conceptualize and implement proper AGM process as per provided procedures.

x. Oversee the Operations for membership, including update and verifying on membership list.

xi. To create awareness of S.O.P. for the management of the Secretariat and area committees and chapter.

xii. To be proactive, at all times, maintain and guard the brand of MPS and to protect the interest of MPS.

xiii. Ensuring a healthy, conducive, friendly and productive and comfortable environment in the secretariat.

xiv. Approve major systems implementations, automation, and upgrading related to cost and inventory control.

**2.2. Operational Finance**:
i. To ensure that the revenues and expenses of the Society are recorded according to the System and Guidelines set up by the Council eg. supporting documents for all claims to be approved before submitting cheques for signatures.

ii. Supervise the development of operations-based financial modelling.

iii. Coordinate and leads annual budget reviews, monthly and quarterly reviews, and periodic forecast updates with operational and senior management for all locations.

iv. Working together with the Accountant to ensure that the financial account of MPS is being judiciously tabled and maintained according to the set timeliness and accounting practice and standards of the day.

v. To ensure that the accounts of the Society are ready for lnternal and External Audit to be ready for the AGM, and submission to ROS when approved.

**2.3. Building Team**:
i. Build an effective team of leaders by providing guidance and coaching to subordinate managers.

ii. Ensure adherence of the organization’s daily activities and long-term plans to established policies and legal guidelines.

iii. Provide leadership to and manage the efforts of site staff to ensure appropriate support of all departments.

iv. Retain a diverse, highly qualified staff and volunteers by providing career coaching, growth, and personal development for workers.

v. To ensure that the staff are adequately trained and equipped with knowledge and skills, and work processes are well understood to contribute towards delivering efficient performance to the Society as well as external activities.

**2.4. Funding**:
i. Direct and oversee fundraising efforts and all collaboration with industry and government.

ii. Ensure that services and funding relationships are robust enough to meet strategic goals and objectives.

**2.5. PR Function**:
i. Initiate and implemen