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Administrative Assistant, Hub and Spokes Project, Office of the Deputy Secretary-General

10:17:00 AM

Reference: 110200304
Location: London, UK
Closing Date: 2 Mar 2011

Job summary

You will play a critical role in a team that provides a range of administrative and human resource support services and in particular the post recruitment activities for supporting the field experts based overseas (Trade Policy Advisers and Analysts).

Tasks

The Hub and Spokes Administrative Assistant assists with the administration of contracts for experts based overseas by briefing experts before and during their posting ensuring they are aware of the administrative requirements of their posting, and assisting them by supporting them in achieving their programme outcome goals utilizing sound communication and liaison skills.

A. Post Recruitment Support for field experts

  • Placement of experts to their duty station – dealing with logistical arrangements such as provision of air tickets, visa, shipment of effects, start up payments including liaising with Government points of contact to ensure recipient departments/governments are ready to receive the experts;
  • Brief/de-brief experts on administrative and personnel matters, dealing with queries relating to Terms & Conditions of Service
  • Process claims (checking claims and process payments) in accordance with Terms and Conditions of Service
  • seek approval for contract extensions for Hub and Spokes experts and arranging payment/follow-up with FMIS for housing allowance, emoluments, claims, gratuity and termination payments;
  • Where applicable, assist in urgent situations (e.g. death, lost tickets, lost money etc.) and other ad hoc duties as required.
  • Act as liaison officer between the Hub and Spokes Programme Management team and Human Resources (CFTC) ensuring issues relating to the HR management of Hub & Spokes field experts are communicated efficiently and effectively to ensure proactive support of the officers at their Duty Stations in carrying our their duties.

B. Administrative Support for Hub & Spokes project team

Provide general administrative and logistical support for officers in the Hub & Spokes project team

C. Finance

  • Use CODA ( the Commonwealth Secretariat accounting system) to process payments, maintain documentation and monitor expenditure
  • Prepare basic preliminary budget estimates (second costings) for activities on Hub & Spokes assignments i.e. extension of experts

D. Database

Maintain and Data Input (amending as necessary):

Human Resources Section (HRS) computerized database, producing documents and reports as required

Project Management Information Systems (PIMS) for projects under Hub & Spokes programme and liaise with Project Management & Referrals Unit (MRU) regarding Project Authorization Forms (PAFs)

General

Maintain an up to date filing system for experts and operate necessary bring-up systems, initiate actions as appropriate;

Perform any other duties as may be required from time to time.

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