Executive Assistant - Commonwealth Local Government Forum (CLGF)
Reference: CLGF/EA-2012
Location: London, UK
Duration: 2 years
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 Zeland) and Hon Adolf Munewesigue (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:
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.
Job summary
The Executive Assistant will:
Duties
- Manage the SG’s diary, allocating time to meetings with due regard to efficient time management.
- Carry out background research including collation and preparation of information and material for appointments and meetings.
- Accompany the SG/Senior Staff to meetings/events locally and overseas when appropriate; and produce summary minutes of discussions.
- Organise external visits and speaking engagements and co-ordinate papers, visas, travel and accommodation arrangements
- Liaise effectively at senior levels with CLGF member organisations including members of the CLGF Board, Commonwealth institutions and High Commissions, Government Departments, local authorities, national and international organisations, professional societies.
- Making all arrangements necessary for meetings and functions at all levels, for SG and the CLGF Board of Directors, ie travel and accommodation.
- Oversee and coordinate the travel logistics for CLGF Staff, other resource persons and delegates
- Coordination, accurate presentation and distribution of Reports and Papers for CLGF Board Meetings and Committees.
- Effective coordination and communication with senior staff.
- Undertake secretarial tasks for the Secretary-General including dealing with formal correspondence, reports and other documents.
- Ensure accurate input of information on CLGF Board members and contacts on the CLGF data base system and provide up to date information for website, Bulletin etc
- Manage the office electronic filing system.
- Provide the initial point of contact for staff on IT issues and liaising with our external IT support company.
- Oversight of office management including management of the Administrative Assistant; ensuring the smooth and effective running of the CLGF London office.
- Provide support, as necessary, to the Deputy Secretary-General and other senior staff.
- Undertake any other duties appropriate to the post as may be required.
Person specification
Education/experience
- Minimum of 3 years experience providing support at the Executive level
- Good general education with a degree an advantage
- Excellent interpersonal and communication skill
- Proficient computer skills and in-depth knowledge of Microsoft office applications.
- Experience of working effectively in a small team and the processes required.
Skills
- Proven ability to provide effective pro-active administrative support to senior management across the range of their functions.
- 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.
- Ability to draft/prepare relevant correspondence, minutes and briefing papers
- The ability to work effectively as part of a team communicating positively at all levels both internally and externally
- Proven ability to use initiative to organise and prioritise workload and also work effectively under minimal supervision.
- Ability to maintain confidentiality and to work in a professional manner.
- Ability to work fast, accurately, efficiently and paying attention to detail at times of pressure.
- To be able to carry out research, gather and assemble information.
- Proven ability to type accurately to a minimum of 60 wpm from manuscript, audio tape. Shorthand skills would be a desirable advantage.
- 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 maintain a data base and also to develop, maintain and contribute to overall office systems
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
Contract Term: 2 Years – Full Time. This may be renewed by mutual agreement subject to fully satisfactory performance.
Application Process
Interview Date: 8 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.
Salary and Conditions of Service
The salary for the post is £30,352 -£32,536 per annum inclusive of London Weighting. In addition there is an employer pension contribution of 15%.
The appointment is subject to a probationary period of six months and may be terminated by giving four weeks notice by the employee or employer
The hours of work is 35 hours excluding 1 hour lunch break. Annual Leave entitlement is 28 work days.
The successful candidate may need to pass a medical examination before appointment, or otherwise satisfy the CLGF as to medical fitness.
Notes on completing the application form
- It is important that your application addresses each point set out in the Person Specification for the post. Decision on which candidates to short-list will be made by reference to evidence as to how far each candidate meets the criteria.
- Please note that "evidence" requires examples; merely asserting that you possess the required skills will not be treated as evidence.
- You are asked to address each criteria of the Person Specification in numerical order.
- In addition you may wish to give a brief statement, giving your reasons for applying or other relevant information.
- If you choose to send a CV this must be in addition to complying with the above points.
Short List: We are unable to communicate with all applicants and therefore if you do not hear from us by 06 February, assume that your application was unsuccessful.
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