JOB AND PERSON SPECIFICATION Job Title: Directorate: Grade: Head of Portfolio Management Strategy, Portfolio and Partnerships E Reports To: Director, SPP General Information The Strategy, Portfolio and Partnerships Division (SPPD) is part of the Secretary-General s Office. It has a four-fold role. Firstly, it supports the Secretary-General in devising strategies, policies and innovative institutional mechanisms and practices to implement the Secretariat s programme of work as mandated by member governments. Secondly, its puts together the Strategic and Delivery Plans and ensures programme quality and coherence through monitoring, evaluation, learning and organisational reporting. Thirdly, it leads on developing international and Commonwealth partnerships and assists in mobilising resources. Fourthly, it manages the Secretariat s relationship with member states and functions as the Secretariat to the Governing Bodies of the Commonwealth (Board of Governors, Executive Committee, Accreditation Committee and other ad-hoc Working Groups). The Division s structure reflects these responsibilities, being broken down into Strategy, Innovation and Learning; Portfolio Management; Partnerships; and, Governance. The SPP Division interacts internally with all Secretariat teams and externally with representatives of member governments to pursue its responsibilities. Job Summary The successful applicant will play a major role in portfolio management across the Secretariat. S/he will be responsible for the development and smooth implementation of the Delivery Plan and matters related to the development and adjustments to the Secretariat s Strategic Plan. The post holder will also have responsibility for the following areas of work: providing advice and support to Directorates in the planning and review of Ministerial Meetings; managing the Secretariat s biennial Programme Planning and Budgeting process; the development and implementation of a range of knowledge management systems and processes for the Secretariat; and supporting biennial consultations with Primary Contact Points in member governments. The post holder will also provide support to the Director of SPPD on: the management of internal governance systems and processes, the identification and implementation of efficiency savings across the Secretariat. 1
Task description The post-holder will support the following areas of SPPD s work: A. Portfolio Development and management 1. Manage the development of the Secretariat s four-year Strategic Plan and its Mid-term Review. 2. Manage the Secretariat s biennial Programme Planning and Budgeting process including the development of the Annual Delivery Plan. 3. Develop and support the introduction of knowledge sharing and management systems, processes, and practices for implementation across the Secretariat. 4. Provide strategic advice and support to Directorates in the planning of Commonwealth Ministerial Meetings. 5. Support other directorates in the facilitation of the biennial consultations in London with Primary Contact Points from member governments. Ensure that the priorities identified by members are appropriately reflected in the Secretariat s forward work programme. 6. Assist in promoting a culture of Results Based Management within the Secretariat. B. Programme Monitoring and Reporting 1. Help consolidate a system of quality assurance, monitoring and reporting on progress and results achieved by the Secretariat on periodic basis. 2. Keep the Programme Management and Information System (PMIS) of the Secretariat up and running as well as ensure requisite adjustments as and when needed. 3. Monitor and report progress on CHOGM mandates, outcomes of ministerial meetings and results agreed in the Strategic and Delivery Plans. 4. Assist in monitoring and reviewing developments in the Commonwealth and wider world with a view to assisting governments to ensure that the Commonwealth remains relevant globally. Undertake research on issues of importance to the Secretariat or the Commonwealth more broadly. 5. Draft, edit and proof-read briefings, speeches, letters, memoranda and other documents related to the Section s work or that of the Directorate. 2
C. Other 1. Assist with the organisation of important and relevant Commonwealth events that require specific planning inputs and interventions. 2. Assist in representing SPPD at ministerial and other meetings as part of the Secretariat team when required. 3. Adhere to the Gender Equality values of the Commonwealth as enshrined in the Commonwealth Charter and Secretariat s Gender Equality Policy; and, 4. Perform any other duties that may be required from time to time. Person Specification Education A post-graduate degree in Management, Public Policy, Strategy, International Relations or a relevant social sciences discipline. Experience At least ten years international experience of managing programmes and projects; planning; and, results-based management in an intergovernmental or development context. Experience in managing staff and the operations of a small work unit at a senior level. Desirable Excellent communication and reporting skills with a good knowledge of adaptive planning, monitoring and management in complex and dynamic environments. Competencies Applicants should be able to demonstrate: Excellent written and oral communication skills. Excellent interpersonal communication skills; able to communicate effectively with non-experts and to coach and train. Excellent drafting and report-writing skills, as well as research and analytical skills, and be able to produce succinct and concise briefs and specific pieces of work, and demonstrate an ability to think strategically and tactically. 3
A high level of working knowledge of strategic planning issues and Results Based Management principles and practices, and be innovative in approach to strategic planning work. Effective management and leadership skills with the ability to plan and manage work and resources. People management skills with the ability to motivate staff, monitor and review performance and address poor performance. The capacity to work effectively with colleagues as well as senior officials and civil society partners from member countries, other international organisations, universities and strategic development institutions. Ability to build networks within and outside the Commonwealth that will enhance innovative approaches to strategic thinking and planning in the Secretariat. Good basic IT skills, including experience in the use of Outlook, Word, Excel, PowerPoint and Access. Willingness to undertake duty travel when required. In addition, all staff are expected to meet the core requirement of working effectively and sensitively in a multicultural environment. Competencies Respect for Diversity Works effectively with people from all backgrounds. Treats all people with dignity and respect. Treats men and women equally. Shows respect and understanding of diverse points of view and demonstrates understanding in daily work and decision making. Examine own biases and behaviours to avoid stereotypical responses and does not discriminate against any individual or group. Encourages others to evaluate systems, processes & behaviour to ensure respect for diversity is demonstrated. Working with Others Manages conflict and works towards mutual solutions. Identifies organisations with which to partner for specific solutions. Encourages others and provides them with the autonomy to pursue relationships. Uses personal influence to establish compromise and agreement when faced with 4
conflict. Demonstrates balance between directness and diplomacy in negotiations. Uses influence to persuade partners and third parties toward Commonwealth Secretariat aims. Encourages and supports others in demonstrating cultural awareness when working with others. Planning & Analysis Effectively assesses and advises on major programmes/activities at a directorateal level. Balances focus in order to deliver both Commonwealth Secretariat and member states goals. Ability to interpret incomplete and/or ambiguous information. Effectively analyses and assesses new or uncertain critical information. Communication Mentors a number of employees at a senior level. Recognises the talent in the Section, seeking to develop, support, and grow it. Directs the energy of the Section towards a common goal. Provides an example to others demonstrating moral courage in the face of challenging circumstances. Managing Resources Manages programme and cross team activities against specific objectives/results. Manages available resources in order to meet objectives e.g. by effective and efficient use of budget inter alia. Identifies the best method of delivery and resources when high level course of action has been identified. Analyses available resources and what activity they will enable. Takes responsibility for multi team/programme activities. Adapting and Innovating Identifies opportunities to improve sectional operations and effectively gains buy-in. Evaluates impact of improvement initiatives. Keeps abreast of developments in area of work and take a proactive approach to adopt or adapt innovative ideas and methods Determines what can be realistically 5
achieved when deciding on strategic solutions. Is proactive and responsive in making decisions on complex, technical issues based on appropriate information. Accountability Takes ownership of assigned tasks, honours deadlines. Ensures timely delivery of outputs within defined cost and quality standard parameters. Takes responsibility for own shortcomings and compliances. Supports subordinates, provides oversight and takes responsibility for all delegated assignments. Leadership & Development Reinforces vision throughout section and directorate by acting accordingly inter alia. Identifies and develops leadership skills in others. Empowers others to take control of their own development and progression. Offers sound guidance and direction on complex and critical issues. Maximises the potential of others e.g. by creating suitable opportunities for development inter alia. July 2017 6