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The Commonwealth Is Actively Seeking For An Executive Assistant to Senior Director APPLY NOW
Background
The Commonwealth of Nations, often simply referred to as the Commonwealth, is an international association of 56 member states, the vast majority of which are former territories of the British Empire from which it developed.
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About Commonwealth of Nations
The Commonwealth of Nations, commonly referred to as the Commonwealth, is an intergovernmental organization comprised of 54 member countries, most of which are former territories of the British Empire. The organization was first established in 1931 with the signing of the Statute of Westminster, which granted self-governance to many of these territories.
The Commonwealth aims to promote democracy, human rights, good governance, the rule of law, and socio-economic development among its member nations. It provides a platform for member countries to engage in political dialogue, exchange ideas, and collaborate on various issues of common interest.
Key Features and Objectives of the Commonwealth:
- Shared Values: The Commonwealth is built upon a set of shared values, including democracy, respect for human rights, equality, and the rule of law. Member countries are expected to uphold and promote these values.
- Cooperation and Dialogue: The Commonwealth provides a forum for member countries to engage in open and constructive dialogue on political, social, and economic issues. Regular meetings, such as the Commonwealth Heads of Government Meeting (CHOGM), allow leaders to discuss shared challenges and opportunities.
- Development and Assistance: The Commonwealth supports member countries in their efforts towards sustainable development, poverty reduction, and economic growth. It promotes cooperation through initiatives in areas such as education, healthcare, trade, and investment.
- Technical Assistance and Capacity Building: The Commonwealth offers technical assistance and capacity-building programs to help member countries strengthen their institutions, governance frameworks, and human resources. This support aims to enhance the effectiveness and efficiency of public administration and institutions.
- Youth Engagement: The Commonwealth places a strong emphasis on youth engagement and empowerment. Programs such as the Commonwealth Youth Council and the Commonwealth Youth Games provide opportunities for young people to participate in decision-making processes and contribute to the development of their nations.
- Peace and Security: The Commonwealth promotes peace, security, and the resolution of conflicts through diplomatic efforts, mediation, and cooperation. It encourages member countries to uphold democratic principles and respect for human rights as essential components of peace and stability.
- Cultural Exchange and Collaboration: The Commonwealth celebrates the rich cultural diversity of its member nations and encourages cultural exchange, cooperation, and understanding. It supports initiatives that promote cultural heritage, arts, and sports.
Why work at Commonwealth of Nations
Working at the Commonwealth of Nations can offer several advantages and opportunities. Here are some reasons why individuals may consider working at the Commonwealth:
- Impact and Global Reach: The Commonwealth has a diverse membership of 54 countries spanning various regions, cultures, and economies. Working for the Commonwealth provides an opportunity to contribute to the development and well-being of member nations and make a positive impact on a global scale.
- Shared Values and Principles: The Commonwealth is founded on shared values such as democracy, human rights, and the rule of law. By working at the Commonwealth, individuals can actively contribute to promoting and upholding these principles, fostering good governance, and advancing human rights and equality.
- International Collaboration: The Commonwealth offers a platform for collaboration and dialogue among member countries. Working at the Commonwealth provides opportunities to engage with professionals, policymakers, and experts from diverse backgrounds, fostering a rich and dynamic international network.
- Professional Development: The Commonwealth provides various professional development opportunities for its staff. These can include training programs, capacity-building initiatives, and exposure to a wide range of issues and experiences. The organization encourages continuous learning and growth, enabling employees to enhance their skills and expertise.
- Multicultural Environment: The Commonwealth embraces its cultural diversity and promotes multiculturalism. Working in such an environment offers a chance to interact with people from different cultural backgrounds, fostering cross-cultural understanding, and promoting diversity and inclusion.
- Meaningful Work: The Commonwealth’s focus on areas such as sustainable development, poverty reduction, education, and youth empowerment allows employees to engage in meaningful work that addresses pressing global challenges. Working at the Commonwealth offers an opportunity to contribute to positive change and make a difference in people’s lives.
- Networking Opportunities: The Commonwealth provides a platform for networking with professionals, policymakers, and leaders from member countries. This can open doors to new collaborations, partnerships, and career opportunities both within the organization and beyond.
- Work-Life Balance: Depending on the specific role and location, the Commonwealth may offer competitive work-life balance policies, flexible work arrangements, and employee benefits that prioritize the well-being and needs of its staff.
Duties
- Management of Senior Director’s Office
- Review and provide advice on financial and procedural approvals such
as mission travel and project payments. - Implement protocols for best practice of operational policies on
procurement, travel, HR etc within EYSDD and automating processes
whenever possible. - Organise and follow-up on incoming internal requests for approvals
and briefs. - Manage the Senior Director’s representational and office budget.
- Manage and coordinate administrative and logistical support at local
and international meetings/conferences. - Work with Senior Director’s office staff and directorate staff
collaboratively on programmes and projects. Mentor and line manage
staff as required. - Organise documents library on SharePoint and strengthen contact
management system for the Senior Director’s Office
- Programme and Project Management
- Support initiation of projects through background research, preparing
budget and results framework - Support collection of information and data for monitoring and
evaluation (M&E) tasks of projects - Assist with the coordination of programme work, ensuring the Senior
Director is updated on progress of project outputs.
- Support for Senior Director:
- Diary management including communicating diary commitments to all
relevant stakeholders; ensuring that, both internal and external
meetings, the necessary preparatory briefing material is received in a
timely manner; and making proposals for longer-term diary
commitments in support of the Senior Director’s role. - Drafting and finalisation of correspondence, and promoting timely
responses to correspondence received - Managing meetings including attendance, preparing records of such
meetings as required, commissioning or preparing briefs where
necessary, including on confidential matters, as well as ensuring
follow up with activities discussed during meetings. - Support Senior Director’s social and PR activities.
- Managing official travel including visa, organising documentation,
Daily Subsistence Allowance (DSA); preparing expenses report,
acquittals as well as Back to Office Reports (BTORs).
- Management of Compliance with Organisation Policies
- Coordinate directorate Procurement and Travel activity, acting as the
primary point of contact, providing advice and support in line with the
relevant policies while maintaining accurate records and reports
including:
3 - As Directorate Procurement Champion, the post-holder assists the
Senior Director and directorate colleagues in adhering with the
procurement manual guidelines. - Coordinate directorate travel plans, budgets and travel request.
- As Directorate Risk Champion, the post-holder works with the Risk
Section to coordinate and update the division risk register as part of
the project management cycle. - Other organisational compliance measures as required.
Person specification
Essential: - A Degree in any field related to the technical areas of EYSDD.
Desirable - A Master’s Degree in any field related to the technical areas of EYSDD.
- Experience of working in an international intergovernmental organisation.
- Membership of a professional administrative body.
Experience: - At least five years of experience in a similar type of work, working for a senior
manager or executive.
Skills:
Post-holder should be able to demonstrate: - A high level of discretion and tact in handling sensitive and confidential
matters - An ability to organise, anticipate, plan and prioritise workload and work
under high pressure to tight deadlines. - An ability to interpret and follow complex information and instruction
- Effective written and oral communication and interpersonal skills including
in diplomatic situations. - An ability to support review of programme-related tasks.
- An ability to use own initiative.
- An ability to work effectively as part of a team.
- Demonstrated ability to use Word, Excel, Outlook, PowerPoint and other
current technological tools to deliver executive level products. - Demonstrated commitment to working effectively and sensitively in a
multicultural environment.
4
Competencies:
Respect for Diversity
Works effectively with people from all backgrounds.
Treats all people with dignity and respect. Treats men and women equally.
Shows respect and understanding of diverse points of view and demonstrates
understanding in daily work and decision making.
Examine own biases and behaviours to avoid stereotypical responses and does
not discriminate against any individual or group.
Identifies biases in systems & processes
Working with Others
Regularly shares information of value with colleagues
Shows commitment to delivering on key agreements made to colleagues
Makes an effort to view a situation from the other party’s perspective as well
Demonstrates awareness and sensitivity to colleagues’ pressures
Utilises networks to ensure similar goals are achieved collaboratively
Develops long term relationships across cultures and/or geographical boundaries
Uses relationships to identify the best people to help in the completion of tasks
Tactfully deals with difficult people to gain buy-in and manage their
expectations
Developing & Applying Expertise
Takes advantage of opportunities to develop an area of expertise
Takes learning from previous experience and applies them appropriately
Demonstrates willingness to learn new skills and/or approaches
Adapting & Innovating
Recognises opportunities for improvement and proposes change with impact and
effect
Helps others evaluate and strengthen ideas
Quickly grasps new concepts and how to apply them
Demonstrates flexibility e.g. by working beyond own remit in order to achieve an
objective inter alia
Will effectively reorganise activities when faced with changing contexts and
demands
Welcomes and adapts to new ideas and/or approaches
Adapts personal style to meet the needs of others
5
Accountability
Takes ownership of assigned tasks, honours deadlines.
Ensures timely delivery of outputs within defined cost and quality standard
parameters.
Takes ownership of assigned tasks, honours deadlines
Ensures timely delivery of outputs
