Executive Assistant to the Secretary-General at Nigerian Communications Commission

Location: 64-66 Glenthorne Road London, W6 0LR
Division / Department: Office of the Secretary-General
Hours of work: 40 hours per week including one unpaid hour for lunch each day.
Organisation - The Commonwealth Telecommunications Organisation (CTO)

Job Description

• 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.

Job Purpose

• To provide full secretarial and administrative support to the Secretary-General of the Commonwealth Telecommunications Organisation (CTO).

Division / Department Purpose

• The Secretary-General provides leadership to the CTO, across all areas of its activities.

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.

Note: The incumbent shall work such additional time beyond the contractual minimum as may reasonably be required to fulfill the organisation’s work requirements. Staff Handbook #2.5.

Main Responsibilities (by function)
Administrative Responsibilities:

• Manage the Secretary-General’s official and social diary and appointments;
• Manage the Secretary General’s incoming correspondence;
• Assist the Secretary-General in managing output, workflow and office deadlines;
• Take and relay accurate and timely messages from telephone callers, as well as correspondence via social media and answer queries where possible;
• Collect and open all hard copy mail addressed to the Secretary-General;
• 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;
• Follow up the implementation of directives given to staff by the Secretary-General as well as monitor action points and decisions of management meetings;
• Draft and dispatch correspondence as may be directed by the Secretary-General;
• Coordinate the drafting of speeches and power point presentations for the Secretary-General;
• Draft and distribute reports for the Secretary-General as directed;
• Liaise with relevant individuals and representatives of external organisations to arrange meetings or facilitate other activities;
• Maintain a comprehensive hard copy and digital filing system;
• 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;
• Prepare and dispatch Notes Verbales and Diplomatic Notes;
• Arrange local transportation for the Secretary-General when necessary;
• Provide administrative support during missions when accompanying the Secretary-General;
• 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;
• Coordinate the organisation of the CTO Lecture series in collaboration with the Capacity Development division;
• Coordinate the preparation of the SG’s quarterly reports with inputs from relevant managers;
• Liaise with the Communications Team and IT Officer to provide up-to-date information on the SG’s activities for the CTO website.

Financial Management:

• Tabulate and submit the Secretary-General’s official expenditure and claims;
• Undertake any other activities of a financial nature in respect of the smooth operation of the Secretary-General’s office.

Staff Management:

• This post does not have any managerial responsibilities.

Other:

• Undertake any other duties in his/her specialty that may be assigned by the Secretary-General.

Key Deliverables

• Efficient administrative and secretarial support to the Secretary-General;
• Efficient coordination of all correspondence including emails emanating from/required by the SG’s office;
• Efficient provision of administrative and clerical support for meetings;
• Provision of administrative support during missions that the Executive Assistant accompanies the SG;
• Accurate and timely production of minutes of management and other meetings where the SG is involved;
• Effective coordination and management of the Secretary-General’s diary, appointments and participation in various events and functions with external organisations;
• Effective coordination of the Secretary-General’s travel arrangements;
• 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;
• Ensuring that all draft speeches by the Secretary-General are submitted for the SG’s consideration at least 5 working days before delivery;
• Effective facilitation of Secretary-General’s communications including speeches;
• Provision of up-to-date information on the SG’s activities on the CTO website;
• Timely preparation of the SG’s quarterly reports;
• Effective coordination of CTO Lecture Series;
• 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;

Required Qualifications and Skills
Essential:

• Education up to a Degree level
• Working experience as a personal assistant to the head of an organisation
• Good IT skills, particularly Word, PowerPoint and Excel
• The ability to liaise 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
• Multitasking skills
• Experience of working in a regional or intergovernmental organisation will be an added advantage

Remuneration

• 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, medical insurance, travel season ticket 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