Programme Assistant

Programme Assistant -to support General Secretariat Office
Sector: Membership Organisation
Salary: c £30,000 per annum pro rata
Temporary assignment 12 weeks in duration (potential for extension)
Location: Central London (Onsite)

Interviews to take place asap with a view to an immediate start thereafter

Programme Assistant wanted for an intergovernmental body, this organisation exists to support it's member countries in achieving shared goals of development, democracy, and peace by providing: -

Advisory Services: Providing impartial advice and expertise on national issues.
Governance Support: Strengthening governance and building inclusive public institutions.
Resource Management: Offering systems, software, and research for effective resource management.
Environmental Initiatives: Tackling global challenges like climate change and inequality.
Event Coordination: Organising summits and meetings for leaders to collaborate on global issues.

Role Overview: Reporting to the Office Manager, the Programme Assistant supports the Secretary-General’s Office (SGO) with administrative tasks.


Key Responsibilities:

• Administrative and Logistical Support: Assist with meetings, document preparation, and travel arrangements for experts and staff.
• Brief Preparation: Coordinate and compile materials for briefs for the Secretary-General, Deputy Secretary-General, and Senior Management.
• Programme Documentation: Develop status reports, project dashboards, and track budgetary information.
• Mission Logistics: Handle logistical preparations for missions, including deployment and transport arrangements, and liaise with hotels.
• Workshops and Seminars: Provide support for events in London and across the Commonwealth.
• Programme Implementation: Assist in planning and executing the Section’s programmes.
• Contract Preparation: Help prepare low-cost contracts following Commonwealth Secretariat procurement guidelines.
• Publication Production: Aid in the design, layout, editing, and distribution of reports, papers, and newsletters.
• Record Management: Support the design and maintenance of the Section's records management system.
• Stationery Management: Maintain and order stationery supplies for the Section.
• Financial Reporting: Prepare financial data and support purchase and expenditure transactions on CODA.
• Environmental Procedures: Coordinate the Section’s recycling procedures and ensure correct practices.
• Team Support: Provide support to other teams within the SGO as needed.
• Gender Equality: Uphold the Commonwealth’s Gender Equality values as outlined in the Charter and the Secretariat’s Gender Equality Policy.
• Additional Duties: Perform other tasks as required.

Person Specification:

• Education: Secondary Qualification to “A” Level or above.
• Desirable: Recognised qualification in Public Administration, Business Management, or Financial Management.
• Experience: Minimum of three years’ experience in administrative procedures within an office environment. Proficiency in Microsoft Office (Word, Excel, Outlook) and financial systems.
• Desirable: Previous experience in similar roles within governmental, international, or non-governmental institutions.