Executive Assistant to the Secretary-General

The Commonwealth Telecommunications Organisation (CTO) is the oldest and largest Commonwealth intergovernmental organisation in the field of information and communication technologies. Our history is traced back to 1901 with the establishment of the Pacific Cable Board and the organisation has existed in its present form as an intergovernmental treaty organisation since 1967. With a diverse membership spanning developed and developing countries, small island developing states, the private sector and civil society, the CTO aims to become a trusted partner for sustainable development for all through ICTs.

Executive Assistant to the Secretary-General is a key position within the organisation that provides support to the Secretary-General.

Applications are open to candidates with extensive work experience, a sound knowledge in providing support for a head of an organisation, a willingness to take on challenges, have the confidence and communications skills to deal with high level decision makers, could prioritise effectively and deliver to high standards.

REQUIRED QUALIFICATION AND SKILLS

Essential

•Education up to a degree level

•Secretarial and administrative experience

•Working experience as a personal assistant to the head of an organization

•Experience in managing database of stakeholder contacts

•Experience in international relations; familiarization with the ICT sector will be an advantage

•Good IT skills, particularlyWord, PowerPoint andExcel

•The ability toliaise with a multitude of stakeholders at senior level

•Strong interpersonal skills

•Ability to work effectively in a multi-cultural environment with other team members

•Ability to prioritise and manage conflicting demands

•Experience in the effective use of social media

•Multitasking skills

•Experience of working in a regional or intergovernmental organisation will be an added advantage

Starting salary will range from £21,846 p.a. to £30,425 p.a. depending on the qualifications and experiences.

Benefits include 25 days holiday per year, contributory pension scheme, staff loan, support for training and development, a performance-based annual bonus, subsidy for gym membership, provision for flexible working and a great working environment.

You must be a national of a CTO Full Member Country (list available from CTO website).

Applicants should submit their Curriculum Vitae and the CTO Application Form to by 8 December 2017

JOB TITLE: Executive Assistant to the Secretary-General

DIVISION/DEPARTMENT: Office of theSecretary-General
  1. JOB PURPOSE:
To provide full secretarial and administrative support to the Secretary-General of the Commonwealth Telecommunications Organisation (CTO).
2. DIVISION/DEPARTMENT PURPOSE:
The Secretary-General provides leadership to the CTO, across all areas of its activities.
3. WORKING RELATIONSHIPS:
Reporting to: The Secretary-General
Posts that this job manages: None
Other key relationships: This role requires close liaison with all staff in the organisation and particularly with the Heads of the Departments.
4. HOURS OF WORK AND LOCATION
Hours of work: 40 hours per week including one unpaid hour for lunch each day.
Note: The incumbent shall work such additional time beyond the contractual minimum as may reasonably be required to fulfil the organisation’s work requirements.
Location: 64-66 Glenthorne Road London, W6 0LR
5. MAIN RESPONSIBILITIES (by function)
Administrative responsibilities
  1. Manage the Secretary-General’s official and social diary and appointments;
  2. Manage the Secretary General’s incoming correspondence;
  3. Assist the Secretary-General in managing output, workflow and office deadlines;
  4. Take and relay accurate and timely messages from telephone callers, as well as correspondence via social media and answer queries where possible;
  5. Collect and open all hard copy mail addressed to the Secretary-General;
  6. Organise and take minutes at meetings in which Secretary-General is involved, as well as at other meetings as may be decided by the Secretary-General;
  7. Follow up the implementation of directives given to staff by the Secretary-General as well as monitor action points and decisions of management meetings;
  8. Draft and dispatch correspondence as may be directed by the Secretary-General;
  9. Coordinate the drafting of speeches and power point presentations for the Secretary-General;
  10. Draft and distribute reports for the Secretary-General as directed;
  11. Liaise with relevant individuals and representatives of external organisations to arrange meetings or facilitate other activities;
  12. Maintain a comprehensive hard copy and digital filing system;
  13. Coordinate the Secretary-General’s travel arrangements in conjunction with in-house logistics and travel staff and representatives of country or organisation to be visited, including airport reception and producing briefing notes for each mission for the Secretary-General;
  14. Prepare and dispatch Notes Verbale;
  15. Arrange local transportation for the Secretary-General when necessary;
  16. Provide administrative support during missions when accompanying the Secretary-General;
  17. Maintain an up-to-date database of high level contacts – High Commissioners and other Ambassadors, ICT Ministers and Regulators, Council and Executive Committee members, other members of the CTO as well as Chief Executives of operators and other government agencies;
  18. Coordinate the organisation of the CTO Lecture series in collaboration with the Capacity Development division;
  19. Coordinate the preparation of the SG’s quarterly reports with inputs from relevant managers;
  20. Liaise with the Communications Team and Web developer/IT Officer(s) to provide up-to-date information on the SG’s activities for the CTO website.
Financial Management
  1. Tabulate and submit the Secretary-General’s official expenditure and claims;
  2. Undertake any other activities of a financial nature in respect of the smooth operation of the Secretary-General’s office.

6. STAFF MANAGEMENT
This post does not have any managerial responsibilities.
7. OTHER
Undertake any other duties in his/her specialty that may be assigned by the Secretary-General.
8. KEY DELIVERABLES
  1. Efficient administrative and secretarial support to the Secretary-General;
  2. Efficient coordination of all correspondence including emails emanating from/required by the SG’s office;
  3. Efficient provision of administrative and clerical support for meetings;
  4. Provision of administrative support during missions that the Executive Assistant accompanies the SG;
  5. Accurate and timely production of minutes of management and other meetings where the SG is involved;
  6. Effective coordination and management of the Secretary-General’s diary, appointments and participation in various events and functions with external organisations;
  7. Effective coordination of the Secretary-General’s travel arrangements;
  8. Productive coordination and liaison with staff members on behalf of the Secretary-General, as required, especially on effective follow up of decisions taken at management and other meetings as well as assignments with deadlines;
  9. Ensuring that all draft speeches by the Secretary-General are submitted for the SG’s consideration at least 5 working days before delivery;
  10. Effective facilitation of Secretary-General’s communications including speeches;
  11. Provision of up-to-date information on the SG’s activities on the CTO website;
  12. Timely preparation of the SG’s quarterly reports;
  13. Effective coordination of CTO Lecture Series;
  14. Productive coordination and liaison with staff members on behalf of the Secretary-General through a culture that inspires professionalism, achievement, excellence, high ethical values, diversity, transparency, competence and staff appreciation;

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