Administrative Assistant - Registry - Political Affairs Division
Reference: 120100374
Location: London, UK
Closing Date: 27 Jan 2012
General Information
The Political Affairs Division (PAD) is the lead division in the Secretariat’s high-profile programme for the promotion of democracy and good governance in the Commonwealth. The Division works closely with the Secretary-General, providing him with advice and support on all political issues, and particularly in his Good Offices role. Its work ranges from monitoring and analysis of political developments and the preparation of briefings, to the organisation of election observation and the provision of technical assistance. The work is of great sensitivity and to demanding timetables.
PAD is also responsible for organising and servicing the biennial Commonwealth Heads of Government Meetings (CHOGM) and other meetings, including meetings of the Commonwealth Ministerial Action Group (CMAG).
Job summary
The Administrative Assistant is responsible for providing administrative services to support the PAD Registry and the Division as a whole. Under the supervision of the Administrative Officer, he/she will assist in the day to day running of the Registry, production of meeting documentation, archival retrievals and other duties as required.
Task description
The post-holder:
- Assists in maintaining a dedicated Divisional Registry/Library by developing and maintaining a systematic and well organised filing/archival/retrieval system, both manually and electronically with the use of a ScanShare System;
- Maintains the Registry’s files, archiving through the use of WINISIS (Library Software System);
- Assists in compiling and maintaining various contact and information databases relating to the Commonwealth;
- Assists in researching and compiling notes, as directed, on Commonwealth precedents and procedures;
- Assists in the preparation and proof reading of various documents and reports for high-level Commonwealth meetings serviced by the Division in accordance with the Commonwealth house style.
- Maintains the Commonwealth Secretariat’s secure documentation site(s) for high-level meetings such as CHOGM, CFAMM and CMAG (responsibility of which rests with PAD) and facilitates the efficient retrieval of documents by member governments;
- Assists in the logistical and administrative issues relating to workshops/electoral missions organised by the Division;
- Assists in minute writing duties, and drafting correspondence;
- Performs any other duties as may be required from time to time.
Person specification
Education
- Secondary qualification to ‘A’ Level, or equivalent vocational qualification with a very good command of writing skills.
- Desirable: Recognised qualification in administrative procedures or graduate level qualification.
Experience
- Experience registry and archival management
- Experience in Library software systems
- Experience in editing and proof-reading
- Excellent IT skills, in particular Microsoft Office, Word/Excel and Outlook
- Desirable: Experience gained in a similar capacity in an international organisation or government department
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