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Administrative Assistant - The Commonwealth Local Government Forum (CLGF)

4:25:00 PM

Reference: CLGF/AdmA-2012
Location: London, UK
Closing Date: 31 Jan 2012

General information

The Commonwealth Local Government Forum (CLGF) was established in 1995 in response to the moves around the Commonwealth towards greater decentralisation and local democracy. CLGF is recognized by Commonwealth Heads of Government as an associated Commonwealth organisation representing elected local government.

CLGF is a membership organisation, bringing together local government stakeholders - local government associations, individual councils and ministries of local government; academic, professional and research organisations can become non-voting associate members. CLGF has about 200 member organisations in the 54 Commonwealth countries.

CLGF policies are agreed by a General Meeting of members every two years and executive authority is invested in a Board which is made up of elected Councillors and Ministers of Local Government from across the Commonwealth and in the Executive Committee. The CLGF Chairperson is Mayor Zenaida Moya (Belize) and the Vice Chairpersons are Mayor Lawrence Yule (New Zealand) and Hon Adolf Mwesige (Uganda)

The CLGF works closely with the Commonwealth Secretariat and other Commonwealth bodies, as well as with a range of agencies and organisations including the United Nations, the European Union and the Department for International Development (DFID) which provide support for its activities.

The organisation focuses on three key areas of work:

  • Promotion and advocacy of local democracy and decentralisation in the Commonwealth
  • International knowledge sharing of local government good practice
  • Practical capacity building for local Government

These activities involve interacting with Commonwealth and other institutions, organising seminars and workshops and running projects and local government technical partnership programmes in accordance with the CLGF Business Plan Objectives.

Purpose of job

  • To provide secretarial and administrative support to the London office in performing and coordinating the office administrative activities to ensure effective and efficient operations.
  • Duties include general clerical, and support to Deputy Secretary-General, Communications Director and other senior staff.
  • Maintain the CLGF members and contact database.

Duties

  • Prioritise and monitor in-coming post (including faxes/e-mail), open, sort and distribute
  • Handle outgoing mailings including bulk mailings.
  • Prepare responses to correspondence containing routine enquiries
  • Ensure that the office has reception cover during office hours, and act as first point of contact, dealing with enquiries and messages as appropriate and meeting visitors
  • Answer and manage incoming calls, transfer to appropriate staff member.
  • Perform general clerical duties to include but not limited to photocopying, faxing, and mailing.
  • Use variety of software packages such as Microsoft office to produce correspondence and documents to a high standard and maintain presentations, records, spreadsheets etc
  • Maintain the office systems, including data management, filing, retrieval of documents, records and reports/publications
  • Pro-actively manage and input membership information in the database – in Raiser’s Edge
  • Produce membership reports when required
  • Maintain office supplies and monitor maintenance of equipment, including keeping insurance/related covers up to date.
  • Maintain the office petty cash

Person specification

Education/experience

  • Good general education including secretarial skills and the ability to type at 60 wpm
  • At least 2 years experience in general office responsibilities and administrative procedures
  • Experience of managing computer systems including Microsoft office applications
  • Experience of working effectively in a small team.
  • Experience of using Raiser’s Edge or other database application is desirable

Skills

  • Proven ability to provide effective pro-active administrative support
  • Excellent organisational skills – including the ability to work effectively under pressure and to deadlines.
  • Excellent communication skills, both oral and written, and ability to use effectively information from a variety of sources. The ability to work effectively as part of a team.
  • Project a professional organisational image through in-person and phone interaction
  • Proven ability to use initiative to organise and prioritise workload.
  • Proven ability to type accurately to a minimum of 60 wpm from manuscript, audio tape. Shorthand skills would be a desirable advantage.
  • Ability to maintain confidentiality and to work in a professional manner.
  • Ability to make use of Microsoft Office and other office computing systems and the ability to develop new IT skills and expertise rapidly and to a high standard as required.
  • Ability to work fast, accurately and efficiently at times of pressure.
  • Ability to work effectively under minimal supervision.
  • Knowledge of Raiser’s Edge or other database.

General

  • Must have a mature and flexible approach to work and changing priorities.
  • Ability to work with a wide range of contacts and be able to quickly develop a wide knowledge.
  • Maintains an open, respectful and professional approach to others
  • Works effectively with people from all backgrounds and building a good rapport with colleagues
  • Works as part of a team to achieve shared objectives
  • Understanding of equal opportunities in relation to the workplace
  • Possess cultural awareness and sensitivity
  • Shows respect and understanding of diverse points of view.
  • Willingness to travel overseas on occasions
  • Understanding of the Commonwealth and International Development issues an advantage
  • Knowledge of local government and voluntary sector an advantage

Application Process

Interview date: 7 February 2012.

Applicant should preferably be a national of a Commonwealth country and have the right to live and work in the United Kingdom. Evidence will be required when you are offered the job.

Application pack

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