Reports to: Director
Direct Reports: Office Administrator
Primary Account-abilities
Working in collaboration and consultation with the Directors and wider team, this position contributes to the management of the Directorate and improves the overall effectiveness of the Foundation’s operations. As well as providing administrative support, the Directorate Executive Officer serves as a logistical and strategic information link between the Directors and both internal and external stakeholders.
Key Account-abilities
1. Directorate project management: acts on the authority of the Directors to oversee projects that typically require cross- functional collaboration and resource allocation and coordinates closely with Foundation Managers and appropriate staff. This includes providing assistance to the Directorate in handling confidential matters such as contracts
2. Provides the Directorate with analysis and decision support as requested.
3. Disseminates information and communicates ideas on behalf of the Directors. Responds on behalf of the Directorate to issues that arise, both internal and external.
4. Manages logistics with all matters relating to the Governance of the Foundation including:
• Board of Governors
• Executive Committee
• Civil Society Advisory Committee
including fixing meeting dates and drafting agendas, reports and other meeting preparation and communicating with the Committee Members on all of the above. The Office Administrator provides administrative support in this respect.
5. Ensures that the Directors are prepared for all meetings and events. Including briefing notes, research and presentations (PowerPoint).
6. Contributes to preparation of the Directors internal and external communications, both written and spoken.
7. Manages the office of the Directorate, including supervision of the Office Administrator on corporate governance matters.
8. Ensures the effective management of the Directors’ calendars so that all priorities are met.
9. Provides technical and logistical support in the development and preparation of annual work plans and budgets, key results-based reports, and other additional reports in consultation with partners.
10. Coordinates activities, sets agendas, and summarises deliverables for the Directors and Management Team, and other staff meetings. Takes Minutes and Action Notes as directed.
11. Maintains strong cooperative relationships with the Foundation’s partners, networks and stakeholders and engage these individuals and organisations on a regular basis to gather their feedback and input to the planning, implementation and tracking of results.
12. Participates in the development of the Foundation’s monitoring and evaluation framework and assists in its implementation and data collection and reporting.
13. Where not specifically stated above, provides all other Personal Assistant support to the Director, Deputy Director and Chair of the Foundation as required.
Common Accountabilities:
• Works closely with the teams to contribute to the Foundation’s commitment to build a culture of learning in Participatory Governance through the implementation of a communication for development policy.
• Support efforts to ensure the cross cutting themes are integrated into the planning, implementation and monitoring of programme activities
• Supports colleagues in delivering the Foundation’s objectives, including assisting in events and initiatives that fall outside the direct responsibilities of this post.
• Represents and promotes the objectives of the Foundation at meetings, functions and events, some of which may occur outside normal office hours and may involve long-distance travel.
• Performs any other reasonable duties and tasks as requested by the Foundation.
Person Specifications
Essential
• Extensive experience in programme and administrative support including experience in providing administrative support to senior staff preferably in an international development organisation
• Strong knowledge and experience in administrative systems and processes (eg. computerised calendar management, filing systems, financial tracking
• A sound understanding of and experience in monitoring and evaluation technologies, ideally including Results Based Management (RBM)
• Minute taking skills and/or accurate note taking required
• Exceptional organisational skills, analytical and problem-solving skills, ability to work independently using initiative and judgment, anticipate issues, adapt to changing priorities and manage multiple tasks under tight timelines
• Excellent knowledge of business support processes, tools and computer business applications (MS Outlook, Word, Excel, PowerPoint)
• Excellent financial knowledge for budgeting monitoring
• Excellent written and oral communication skills
• Demonstrated interpersonal skills and ability to coordinate a variety of variables, action plans, administrative policies, stakeholders and senior level contacts.
• Strong attention to detail and accuracy and ability to exercise discretion and professionalism in handling issues and confidential information.
• Commitment to the Foundation’s vision, mission, values and approaches
Desirable
• Formal qualification in a discipline related to International relations/development, development studies, politics, social policy, public administration, or related subject or experience that would be considered equivalent.
Salary & key benefits: £34,700, 15% tax free gratuity payment (can be used for personal pension scheme) plus a generous holiday allowance of 34 days (plus bank holidays)
Closing date for applications: Thursday 26 September, midday (UK Time).
Interview dates: Late October
To Apply:
Please download the Application Form (available at http://www.commonwealthfoundation.com/directorate-executive-officer) and return to d.haley@commonwealth.int.
Directorate Executive Officer at Commonwealth Foundation
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