Programme Assistant - Economic Affairs Division (EAD)

General information

The Economic Affairs Division is responsible for the Secretariat’s programmes on national and international economic issues and, with other divisions, for assisting member countries to improve economic policy-making, management and governance. The Commonwealth is committed to the Millennium Development Goals, which include targets on eliminating extreme poverty and hunger, promoting gender equality, ensuring environmental sustainability, and developing a global partnership for development. The Secretariat plays a key role in helping to identify solutions to the economic problems affecting Commonwealth developing countries; in achieving an international consensus on these solutions through analytical/ diagnostic work and advocacy; and in providing policy advice to governments. Practical assistance for economic development is a core Secretariat activity and a high priority for governments.

Job summary

The Programme Assistant is responsible for providing administrative services to support the Head of Section and Advisers within the Section. He/She will be   primarily responsible for the travel function and the recording and maintenance of staff on leave and sickness absence within the division. Apart from this, the post holder will be required to assist in maintaining Division’s financial records, the Project Management Information System (PMIS) and Registry.

Task description

The post-holder:

• Assists the various sections in the efficient and effective delivery of their activities;
• Organise official travel for staff in the division, which includes liaising with the Secretariat’s designated travel agent and the Corporate Services Division; Preparation of the monthly staff travel form and information report and the quarterly travel report.              
• Assist in maintaining and updating the financial records within the division;
• Process payments, maintain documentation and monitor project expenditures as appropriate;
• Assist in preparation of the Division’s six-monthly News Brochure and maintaining the Divisional website; 
• Maintains the Division’s registry and documentation systems.
• Assist in liaising with staff from other divisions to ensure that documents are received by EAD in time for relevant meetings;
• Perform any other duties as may be required from time to time.
  

Personal Specification

Education

• Essential: ‘A’ level or equivalent and academic or professional secretarial qualifications
  

Experience

• Secretarial and administrative experience gained working with the public sector or relevant private sector organisations.
• Desirable: Experience in working within an international organisation in a multicultural context.