Reference: 110700344
Location: London, UK
Duration: Three years
Closing Date: 23 Aug 2011
General information
The Strategic Planning and Evaluation Division (SPED) is responsible for the Secretariat’s strategic planning, performance monitoring and evaluation. Working closely with all divisions’ of the Secretariat, it is responsible for the preparation of the Secretariat’s strategic and operational plans and acts as the secretariat to the Secretariat’s governing bodies: the Board of Governors and Executive Committee; undertakes a programme of evaluation studies; is responsible for implementing performance reporting and supporting quality assurance processes. As part of its work, SPED facilitates strategic thinking and planning, policy discussion, evaluation and reporting on programme quality and performance and promotes the adoption of good practices identified in evaluation studies. SPED is also responsible for the Secretariat’s relationships with civil society and civil society organisations.
Job summary
The Administrative Assistant provides administrative support to the Strategic Planning Section, the Evaluation Section and the Civil Society Liaison Manager. S/he reports to Director, SPED, but, supports the work of SPED as a whole, assisting SPED’s professional/diplomatic officers as needed, in a team-working arrangement.
Task description
Administrative Support services including:
- Keep up-to date information pertaining to SPED’s work on ComShare and Web pages (the Secretariat’s Intranet and Internet sites) and other electronic information sites used by SPED;
- Assist with the production of publications including the design, layout, editing and distribution of SPED reports, papers, publications and newsletters;
- Handle enquiries from Commonwealth High Commissions, international organisations and the general public on SPED documents and publications;
- Develop and maintain the SPED filing and records management system;
- Provide advice to SPED staff on policy and ensure correct procedures relating to all records management are undertaken. Regularly monitor compliance and manage housekeeping requirements;
- Maintain stationery stores for the Division in good order and ensure stationery orders and requirements for the Division are met;
- Assist the Divisional Budget Officer in the preparation of financial data and reports as required. Support Division procedures relating to purchase and expenditure transactions on CODA (in-house financial system);
- Coordinate and maintain SPED’s environmental recycling procedures and assist Officers to maintain correct practices;
- Provide administrative and logistic support to the Division in relation to meetings, preparation and distribution of documentation and materials pertaining to meetings, visitors and staff travel;
- Manage the efficient flow of information to and from the Division, with specific responsibility for receiving and despatching mail, fax and other forms of correspondence and dealing with courier services;
- Perform any other duties as may be required from time to time.
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