Executive Officer, Commonwealth Foundation

The Executive Officer is responsible for the management of the Office of the Director and Deputy Director and the leadership of a team to support them, the Senior Programme Manager and programme staff, the Chair of the Commonwealth Foundation and its Governors.

Reports to:

The Executive Officer reports to the Deputy Director and manages the Executive Assistants and others as required. The Executive Officer works closely with the Senior Executive Officer and is a member of the Operations Team.

Responsibilities:

1. Manage the Office of the Director and Deputy Director ensuring the provision of a full executive support service to them, the Senior Programme Manager (and Chair and Governors as required) and proactively maintaining and developing existing/new office systems and procedures to facilitate the smooth, efficient and effective running of the office.

This will include:

• Processing the Director’s/Deputy Director’s/Senior Programme Manager’s correspondence, responding on own initiative or preparing draft responses for consideration as appropriate.
• Managing the Director’s/Deputy Director’s/Senior Programme Manager’s diaries, ensuring these are in good and current order and that their time is managed effectively.

2. Manage efficiently and effectively the resources (human and financial) as allocated and agreed within the Foundation work plan including providing leadership and support to the Executive Assistants and other staff as required, managing their performance and undertaking appraisals against agreed objectives

3. Attend and take minutes of the meetings of the Board of Governors, Executive Committee and Leadership and Management Group (and other meetings as required). Oversee the preparation (including formatting, printing, proofreading) and distribution of meeting papers and other Foundation documents as required, arranging approval and follow-up as necessary.

4. Coordinate arrangements for the Director’s/Deputy Director’s/Senior Programme Manager’s overseas meetings, including preparing itineraries and organising meetings with Government and civil society officials. Liaise with the Admin and Finance Officer regarding travel.

5. Participate in and contribute to major Foundation events at home and abroad as required, including organizing and / or supporting large and small social events, and be responsible for day-to-day supervision and co-ordination of associated support staff.

6. Oversee and coordinate administrative support for programme staff in the organisation of civil society meetings and workshops.

7. Undertake research (literature and internet) and prepare background information and briefing papers for the Director/Deputy Director as required.

8. Maintain records of events and activities, including visits to High Commissions and government ministers, publications, speeches and other such records as may from time to time be required.

9. Act as an ambassador for the Foundation, developing and maintaining excellent relations within the Commonwealth Foundation and Commonwealth Secretariat as well as contacts with government and civil society.

10. Undertake other duties and tasks, consistent with the Foundation’s needs and skills and expertise of the post holder, as required.

Employer		Commonwealth Foundation
Salary		£31,519 - £34,519
Location		London
Contact Details		Recruitment Commonwealth Foundation Marlborough House Pall Mall London, England SW1Y 5HY Applications should reach the Commonwealth Foundation by noon Friday 4 December 2009. Interviews will take place on Tuesday 12 January 2010.

Related Documents
	Personal specification ( 60 KB)
	Terms and conditions ( 59 KB)
	How to apply ( 70 KB)
	Job description ( 67 KB)
	Job advertisement ( 29 KB)
	Application form ( 128 KB)