SayPro Job Description: Stakeholder Meeting Facilitation – SayPro Diepsloot Youth Project Learnership.

Role Overview:

SayPro is seeking an experienced and organized individual to facilitate a virtual stakeholder meeting for the Diepsloot Youth Project Learnership. This meeting, scheduled for January 27, will bring together key stakeholders, including program managers, facilitators, mentors, and other relevant parties, to review the program’s performance, address any concerns, and plan for the next quarter. The facilitator will be responsible for guiding the meeting, ensuring that all relevant topics are covered, and fostering productive discussions that will drive the program’s continuous improvement and success.

Key Responsibilities:

1. Prepare for the Virtual Stakeholder Meeting:
   • Review the SayPro Monthly Progress Report and topic extraction documents to familiarize yourself with the key areas of discussion.
   • Ensure all participants have received the relevant reports and background information ahead of the meeting, allowing them to come prepared with their insights and questions.
   • Coordinate with program coordinators and facilitators to ensure the agenda includes the most important discussion points based on recent progress, feedback, and performance data.
   • Set up the virtual meeting platform (e.g., Zoom, Microsoft Teams) and ensure all logistical aspects, such as sending invites, confirming attendance, and troubleshooting any technical issues, are handled prior to the meeting.
2. Facilitate the Stakeholder Meeting:
   • Lead the virtual meeting, ensuring that it runs smoothly, stays on track, and adheres to the scheduled time.
   • Open the meeting with a brief introduction, setting the tone and objectives for the session. Provide an overview of the agenda and explain the key outcomes expected from the meeting.
   • Guide the discussion on participant progress, challenges faced, and action steps for improvement as outlined in the monthly report.
   • Encourage input and active participation from all stakeholders, ensuring that everyone has an opportunity to share their perspectives on the program’s progress and future direction.
   • Address any concerns raised by stakeholders, ensuring that all issues are acknowledged, discussed, and resolved in a collaborative manner.
   • Keep discussions focused and ensure that the meeting remains productive. Use your facilitation skills to handle any disagreements or diverging opinions in a professional and constructive manner.
3. Review Key Program Areas: The meeting will cover several critical areas, including:
   • Program Performance and Participant Progress: Review the progress made by participants in terms of skill development, attendance, and feedback.
   • Challenges Encountered: Discuss any obstacles or barriers that participants or the program itself have faced in the past month. This could include issues related to attendance, resources, curriculum, or external factors like community challenges.
   • Program Feedback and Improvements: Discuss feedback from participants, mentors, and facilitators regarding the effectiveness of the program, including strengths and areas for improvement.
   • Action Steps for the Next Quarter: Plan for the upcoming quarter, identifying areas that need focus, potential adjustments to the curriculum or resources, and any new strategies to improve participant engagement and performance.
4. Record Action Items and Follow-ups:
   • Document key discussion points, decisions made, and action items during the meeting.
   • Ensure that specific responsibilities for follow-up actions are clearly assigned to the appropriate stakeholders, with deadlines and measurable objectives.
   • Summarize the next steps and ensure that everyone leaves the meeting with a clear understanding of what needs to be done and by when.
   • Share the meeting minutes and action items with all stakeholders shortly after the meeting to maintain accountability and track progress.
5. Maintain Stakeholder Engagement:
   • Foster a collaborative and open environment where stakeholders feel encouraged to share their opinions and concerns.
   • Build and maintain strong relationships with key stakeholders, ensuring that there is ongoing communication between meetings.
   • Address any ongoing concerns or challenges raised by stakeholders, providing timely updates as needed.
6. Plan for the Next Quarter:
   • Work with stakeholders to set clear objectives for the next quarter, ensuring alignment with the overall goals of the Diepsloot Youth Project Learnership.
   • Identify areas of improvement based on stakeholder feedback and the current performance data.
   • Collaboratively decide on strategies to enhance the program, including adjustments to the curriculum, additional support services for participants, and potential new initiatives to drive better outcomes.
7. Post-Meeting Follow-up:
   • After the meeting, send a summary of the discussions, including key action points and responsibilities, to all stakeholders.
   • Ensure that any immediate follow-up actions are tracked and implemented before the next meeting.
   • Continuously monitor the progress of the action steps agreed upon during the meeting and update stakeholders as needed.

Skills and Qualifications:

• Strong Facilitation Skills: Experience in leading virtual meetings with diverse groups of stakeholders, keeping discussions focused and productive.
• Excellent Communication Skills: Strong verbal and written communication skills to clearly articulate ideas, ensure everyone’s views are heard, and create a collaborative atmosphere.
• Conflict Resolution: Ability to handle disagreements or conflicting opinions constructively, ensuring that meetings remain professional and productive.
• Project Management Skills: Ability to manage meeting logistics, ensure that follow-up actions are tracked, and deadlines are met.
• Organizational Skills: Excellent organizational skills to manage meeting agendas, prepare reports, and ensure smooth meeting execution.
• Experience with Virtual Platforms: Familiarity with virtual meeting tools like Zoom, Microsoft Teams, or Google Meet to facilitate smooth online discussions.
• Knowledge of Learnership Programs: Understanding of the dynamics of learnerships and youth development programs, particularly in underprivileged communities, to engage stakeholders effectively.
• Problem-Solving Abilities: Ability to identify and address challenges quickly during the meeting, offering solutions that align with the goals of the learnership.

Expected Deliverables:

1. Meeting Agenda: A well-structured agenda that outlines the key discussion points and time allocation for each topic.
2. Facilitation of the Meeting: A smooth, engaging, and productive meeting where all stakeholders have the opportunity to contribute.
3. Meeting Minutes: Detailed meeting minutes that capture key discussions, decisions, and action items, including deadlines and responsible parties.
4. Action Items and Follow-up: Clear and actionable next steps, with responsibilities assigned to relevant stakeholders for the upcoming quarter.
5. Post-Meeting Summary: A concise summary of the meeting sent to all stakeholders, outlining key outcomes and follow-up actions.

Example Agenda for Stakeholder Meeting:

1. Welcome and Introduction:
   • Overview of the meeting objectives and expected outcomes.
   • Brief introduction of all participants and their roles in the program.
2. Program Review:
   • Participant progress and performance overview (skills, attendance, feedback).
   • Review of the previous quarter’s action steps and outcomes.
3. Challenges and Concerns:
   • Discussion of any issues faced by participants or the program (e.g., logistical issues, resource gaps).
   • Stakeholder input on overcoming these challenges.
4. Planning for the Next Quarter:
   • Setting new objectives and goals for the next quarter.
   • Identifying areas for program improvement (curriculum changes, additional resources, etc.).
5. Action Items and Next Steps:
   • Assigning responsibilities for follow-up actions.
   • Establishing deadlines and checkpoints.
6. Closing Remarks and Adjournment:
   • Final thoughts and conclusion of the meeting.
   • Acknowledgment of stakeholder contributions and next meeting date.

This role plays a vital part in ensuring the SayPro Diepsloot Youth Project Learnership continues to meet its objectives and evolves based on stakeholder input. By effectively leading the virtual meeting and fostering a collaborative environment, the facilitator ensures that the program stays on track and that all concerns are addressed in a timely and organized manner. This is a critical function in driving the program forward and ensuring its ongoing success.