PWN WARSAW BOARD POSITIONS AND STRUCTURE
Following are outlines of the specific roles and responsibilities for the ten Board positions.
President
Secretary General
VP Finance (Treasurer)
VP Marketing & Communication
VP Corporate Partnerships
VP Mentoring
BACKGROUND REQUIREMENTS, DUTIES AND RESPONSIBILITIES
All members of the Board of Directors are expected to:
• Meet the qualification outlined in the individual job descriptions
• Ideally have a minimum of 1 years of experience in PWN Warsaw or she/he must have had a
highly active role at the local level and previous board experience in a not-for-profit, to justify
shorter tenure. Must have an in-depth understanding of the network
• Have a minimum of 2 references, 1 from senior network member
• Prepare for and attend all Board meetings
• Represent PWN Warsaw at speaking engagements, conferences, City Network events, etc.
• Attend the Annual General Meeting
• Generally participate in activities of the PWN Warsaw and/or other networks.
REQUIRED SKILLS and QUALIFICATIONS FOR ALL BOARD MEMBERS:
• Good understanding of PWN Warsaw and its mission and values and a passion for the progress of
women in business.
• Demonstrated management capabilities in a multicultural and non-remunerated environment.
• Track record of collaboration, openness, and sharing of knowledge as well as effective delegation.
• A Bachelor’s degree and preferably a Master’s Degree.
• Minimum of 12-month membership or significant experience in other organisations.
• Fluency in written and spoken English, ideally in addition to other languages.
PRESIDENT
ROLE DESCRIPTION
The PRESIDENT is the head of the PWN Warsaw. This role is responsible for providing overall leadership in
the development and implementation of policies to achieve growth and sustainability of the Association
as a whole.
The President does not act in isolation. The role consults regularly with fellow Board Members and
members of the network, especially in advance of taking any action, as the ability to plan and unite is
critical. The President and other designated representatives; they have general authority to speak on
behalf of PWN Warsaw.
DUTIES and RESPONSIBILITIES:
Association Governance and Strategy
• Leads and coordinates the strategic vision on how the Association can support the continued
sustainability and growth of the network as a whole
• Providing strong strategic introductions to the network and raising money for the network to
ensure PWN Warsaw has the funds to realise its programs and operating costs in a sustainable
fashion
• Develops clear goals for the PWN Warsaw being consistent with developed and agreed strategies
by Annual General Meeting (pol. Walne Zebranie Członków).
• Ensures that all Board of Directors adhere to and deliver against their defined roles and
responsibilities
• Chairs and develops an agenda for Board Meetings and the annual and extra-ordinary meetings
of the General Assembly of Members. This includes soliciting and receiving agenda input and
ensuring a timely distribution of the agenda well in advance of the meeting
• Oversees the preparations of the Annual General Meeting
• Communicating with the Board members of the City Networks and Global Federation Board
• Assists in the development of the PWN Warsaw’s annual report
• Serves as a spokesperson to the media on developing network stories.
People management
• Delegates the appropriate responsibility, accountability and decision-making authority
• Accurately judges the amount of time and resources needed to accomplish a task and
matches task to skills
• Regularly discusses performance and provides feedback and coaching to staff.
• Appoints interim and special committees, task forces and representatives, and makes
replacement appointments
• Recruit members to assist with above activities.
Time Commitment: This role may require a 2-3 days per month – as with all roles, there will be peaks and
troughs in the workload depending on the structure of your immediate volunteer team and strategic
goals. Travel of 1-2 times a year on behalf of network activities and conferences, corporate partnership
meetings, quarterly Board meetings, monthly online network Presidents’ meetings are all part of this.
IDEAL BACKGROUND / EXPERIENCE:
• A minimum of 10 years of progressively responsible business experience, preferably in an
international environment. Experience in as many of the following fields as possible: human
resource management, law, finance/budgeting, technology or related areas. Experience in
managing high level contacts in business, government, international organisations or civil society
organisations
• Considerable experience having served as a PWN Board Member or an active network member
• Demonstrated experience setting strategy and motivating and leading 10 or more individuals.
SECRETARY GENERAL
ROLE DESCRIPTION
The SECRETARY GENERAL (also “Secretary”) is the recording director and custodian of records of the PWN
Warsaw. The Secretary supervises preparation of minutes for Board Meetings, Annual General Meetings
and Extra-Ordinary General Meetings.
The specific activities outlined below are in addition to assuming the duties and responsibilities of all
Board Members to act in accordance with the law and good governance and management practices, see
above.
DUTIES and RESPONSIBILITIES:
• Works together with the President to develop the agenda for the Board Meeting and Annual
General Meetings.
• Takes notes at the Board Meetings and at the Annual General Meeting, at each Board Meeting,
the minutes of the previous meeting are introduced by motion of the Secretary, seconded by
another Board member, and approved by a formal vote. The Board Secretary is responsible for
organising task lists and following-up on action items.
• Is responsible for compliance with all legal requirements ensuing from legislation and regulations,
and from the articles of association and internal regulations
• Seeks strategic partnerships and alliances with global law firms or others that can support the ongoing growth of the network through contract reviews, strategic insights and other legal matters.
• Inputs on strategic discussion - approving decisions from a legal perspective as well.
• Ensures data privacy of our members and compliance with all applicable data privacy laws by
external service providers.
• Reviews Intellectual Property opportunities - Products related to Engaging Men, Mentoring etc.
Oversees city trademark registration and copyrights in line with global growth requirements.
• Legal liability protection to the network as we grow and in key areas.
• Undertakes contract review and advisory work.
• Recruit members to assist with above activities.
Time Commitment: Approx. 2-3 hours per week (variable and dependent on creation of a support team).
This includes the attendance and participation in quarterly Board meetings, requiring some time for
preparation.
IDEAL BACKGROUND / EXPERIENCE:
• A minimum of 5 years of progressively responsible business experience, preferably in an
international environment. Experience in as many of the following fields as possible: human
resource management, law, finance/budgeting technology or related areas.
• Experience in managing high level contacts in business, government, international organizations
or civil society organizations.
• Ideally having served as a Board Member at another NGO or on Corporate Board.
VP FINANCE
ROLE DESCRIPTION
VP Finance is the primary steward of the PWN Warsaw’s financial resources. VP Finance serves as an
advisor to the Board on the financial impact of all decision of the Association and ensures that the
financial aspects of the Association are managed in conformance with the financial policies and Polish
Law and Regulations. VP Finance is responsible for ensuring that the Association’s financial reports are
fully available to all members and PWN Global Treasurer. It is her/his job to inform the Board of the
financial implications of any proposed decisions.
DUTIES and RESPONSIBILITIES:
• Management of revenue and expenses of the Association and define yearly forecast and budget.
This includes recording income / expenses, balancing all budgets and closing year end accounts,
and preparing all quarterly financial statements for board meetings, reviewing and monitoring all
possible discrepancies.
• Oversees the review of and monitoring of monthly bank statements against income/expenses
recorded, collect, review and pay bills (by check or bank transfer.) Follow up on any unpaid
transactions or errors in charges.
• Oversees the review Corporate lists and invoices sent, record and monitor on-going. Review all
invoices for the sale of books. This required on-going checks to ensure all corporate partnership
invoices are paid as well as all book invoices from local networks.
• For the AGM, prepare the annual financial statements and budget review and sign off with the
external accountant before the meeting date; give a full report at the AGM on the Network’s
financial.
• Alerts the Board to any financial matters that require attention. Prepare a summary of the report
for publication on the website.
• One month in advance of the Annual General Meeting, VP Finance prepares a draft of (i.) the
results of the audit of the prior fiscal year, (ii.) a report to be presented at the Annual General
Meeting, and (iii.) a budget for the next fiscal year for approval by the Board.
• Sets and manages a system to pay salaried employees and undertake the payment of necessary
social charges declarations. Monitor and coordinate with Community Manager all matters related
to the online payment system, data collection and transfer of monies to the City Networks.
• Liaises on-going with PWN Global in regard to financial issues.
• Collects and files all documents related to every transaction.
• Provides new Board Members with a basic understanding of the financial structure and fiscal
policies.
• Recruit members to assist with above activities.
Time Commitment: Approx. 2-3 hours per week (variable and dependent on creation of a support team).
IDEAL BACKGROUND / EXPERIENCE:
• A minimum of 5 years of progressively responsible business experience, preferably in an
international environment.
• Strong experience in accounting and finance/budgeting, together with experience in as many of
the following fields as possible: human resource management, law, finance/budgeting,
technology or related areas.
• This personal must be knowledgeable with Polish accounting rules and Polish Fiscal laws.
• Ideally having served as a Treasurer, Board Member in charge of Finance at NGO or on Corporate
Board.
• Working across cultures and fluency in written and spoken French and English in required in
addition to other languages is ideal.
VP MARKETING & COMMUNICATION
ROLE DESCRIPTION
The VP MARKETING & COMMUNICATION develops and implements PWN Warsaw’s overall strategic
public relations programs. Programs will include media relations, community relations, and investor
relations. The VP PR has responsibility to find pro bono support for this portfolio.
The specific activities outlined below are in addition to assuming the duties and responsibilities of all
Board Members see above.
DUTIES and RESPONSIBILITIES:
• Works closely with key stakeholders to define business objectives, anticipating and developing
strategies to meet internal and external business needs and strategy for delivery.
• Develops and manages a strategy to attract pro-bono partnerships with PR agency support
• Provides leadership to both internal marketing resources/volunteers and external agencies to
achieve effective PR strategy.
• Creates a process to monitor ROI and effectiveness of campaigns in achieving strategic goals.
• Advises on legal and regulatory framework (specifically around press releases, etc.)
• Public Relations:
o Manages the relationship with press agencies (negotiates the support needed across City
Networks), coordinates all press requests related to activities, defines with the Board the
external communication objectives and strategy (what, whom, how and where to showcase).
o Identifies a strategy to build a group of speakers who are press trained and able to respond to
reactive press opportunities.
o Oversees the process to respond to reactive press opportunities.
o Manages the development of press releases (in English) and coordination of translation (or
through press agency), responds to questions from the press via email address on website,
organizes and/or coordinates press conferences and keeps an accurate list of media contacts
persons in order to disseminate press releases.
o Liase with GLOBAL VP PR/Marketing on City Network Boards, exchanges best practices,
shares information etc.
o Creates a crisis communications process.
Time Commitment: Approx. 2-3 hours per week (variable and dependent on creation of a support team).
IDEAL BACKGROUND / EXPERIENCE:
• A minimum of 6 years of progressively responsible business experience, preferably in an
international environment. Strong experience in PR, together with experience in as many of the
following fields as possible: human resource management, law, finance/budgeting, technology or
related areas
• Ideally having served as a Board Member at another NGO or on Corporate Board in a Marketing
and PR role
• Working across cultures and fluency in written and spoken English in required in addition to other
languages is ideal.
VP CORPORATE PARTNERSHIPS
ROLE DESCRIPTION
The VP CORPORATE PARTNERSHIP establishes, develops and expands revenue producing and other
beneficial relationships with strategic business, research, technical and related partners that enhance
PWN Warsaw positioning.
The specific activities outlined below are in addition to assuming the duties and responsibilities of all
Board Members (see above).
DUTIES and RESPONSIBILITIES:
• Gains an understanding of the environment in which PWN Warsaw operates in order to
determine trends and needs of current and potential partners that would translate into new
opportunities.
• Identifies, qualifies and establishes formal relationship with business partners. Develops a shared
IT/CRM system and process for monitoring progress on lead development.
• Develops and implements partnership goals and objectives thus finding the best ways to
accomplish partner’s needs and objectives.
• Supports and facilitates contract negotiations and creates consistency in partnership agreements
that involve many or all local networks.
• Works with key parts of the Association to develop and launch new programs services and
spearhead successful implementation alliances in a quick and efficient manner.
• Manages or identifies a point person to manage on-going partner relationships and ensures
issues are identified, resolved and prevented in future and that new opportunities are identified
and pursued.
• Expands relationships with current strategic partners by supporting the introduction of additional
products and services and the growth of additional users of joint offerings.
• Measures, interprets and reports on key alliance performance.
Time Commitment: Approx. 3-5 hours per week (variable and dependent on creation of a support team).
IDEAL BACKGROUND / EXPERIENCE:
• A minimum of 5 years of progressively responsible business experience, preferably in an
international environment. Experience in as many of the following fields as possible: human
resource management, law, sales, finance/budgeting, technology or related areas
• Ideally having served as a Board Member at another NGO or on Corporate Board in a relationship
management and/or business development role
• Experience in negotiation, contract management and/or sales
• Working across cultures and fluency in written and spoken English in required in addition to other
languages is ideal
• Helps organise events (in partnership with local individuals or groups) that ‘test’ the receptivity of
cities to hosting a new network
• Along with the Community Manager, shares toolkit with the new members
• Along with the Secretary General, ensures that copies of all corporate documents are signed and
collected
• Gather and share best practice in support of long-term, sustainable growth including succession
planning & membership renewal.
VP MENTORING
ROLE DESCRIPTION
The VP Mentoring develops the overall strategy for developing and supporting mentoring activities across
the network.
The specific activities outlined below are in addition to assuming the duties and responsibilities of all
Board Members see above.
DUTIES and RESPONSIBILITIES:
• Defines Mentoring policy
• Develops and manages annual budget for mentoring
• Builds relationships with external, complementary initiatives
• Coordinate and understands the best practice of Mentoring and coaching. Acts as a central point
to leverage these best practices with other organisations and to ensure
• Exchanges best practices, shares information with Mentoring Coordinators of City Network
Boards, etc.
• Represents PWN Warsaw when possible in different forums
• Recruit members to assist with above activities.
Time Commitment: Approx. 3-5 hours per week (variable and dependent on creation of a support team).
IDEAL BACKGROUND / EXPERIENCE:
• A minimum of 5 years of progressively responsible business experience, preferably in an
international environment. Strong experience in Good Governance, Executive Management,
preferably with Board experience but not a must, together with experience in as many of the
following fields as possible: human resource management, law, finance/budgeting, technology or
related areas
• Working across cultures and fluency in written and spoken English in required in addition to other
languages is ideal
• Ideally having served as a Board Member at another NGO or on Corporate Board.