Reference: 110700343
Location: London, UK
Duration: Three years
Closing Date: 30 Aug 2011
General information
The General Services Section (GSS) is part of Corporate Services Division and provides accommodation, property services and the full range of office services. The team comprises of 13 officers responsible for looking after the Secretariat’s two office buildings in central London occupied by some 300 staff, together with the Secretary-General’s official residence. It plays a key role in the effective running of the Secretariat.
Job summary
The Facilities Administrator works as part of the GSS team and will be responsible for providing administrative services to support the Head of Property Services, the Deputy Head and the team in the provision of efficient, high quality facilities services for the effective running of the Secretariat. Responsibilities include:
General Administration
- Provides day to day administrative support to the Head and Deputy Head of Property Services
- Arranges meetings, prioritising appointments and following up to ensure that all aspects of the meetings are in order i.e. room booking, meetings papers are circulated in time
- Taking and producing minutes of meetings as required
- Maintain section records for sickness and annual leave
Financial Administration
- Uses CODA (the Commonwealth Secretariat accounting system) to process payments, maintain documentation and monitor expenditure
- Maintains and updates the financial records of the Section
- Monitor sections expenditure and report section’s financial performance to the Head/Deputy Head of Property Services on a regular basis
- Assist in preparation of section’s budgets and financial forecasting and planning
From time to time undertake other duties assigned by the Head of Property Services that may reasonably expected to come within the remit of the role.
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