Special Advisor to the Deputy Director-General (P-5)

COMPLETE OUTLINE

PRINCIPAL FUNCTIONS

1. Execute the functions of special advisor and assistant to the DDG and provide support by undertaking the following activities:
   • Managing and coordinating the flow of information, activities and decisions required by the Deputy Director-General
   • Preparing, coordinating and prioritising high level issues, plans, assignments and pending decisions for consideration by the DDG, with particular emphasis on reviewing and analysing complex information from a broad range of sources and facilitating appropriate outcomes
   • Communicating the DDG’s views and decisions to Divisions/Branches to support the programmes operation and administration with particular reference to ensuring a link between strategy and service/programme delivery; as necessary providing advice and guidance as instructed by the DDG to Divisional Directors and relevant managers regarding the formulation of rationales, priorities and objectives
   • Monitoring, on a regular basis, the implementation of guidance given by the DDG to the six Divisions of the Secretariat, as well as to the other units and reporting back to the DDG as appropriate suggesting remedial action as necessary
   • Following up on action items emanating from Division and cross-Division meetings/committees
   • Studying and analysing the memoranda received from the six Divisions and Branches addressed to the Director-General, ensuring their quality and completeness and making recommendations to the DDG
   • Supporting Division/cross-Division co-ordination and co-operation
   • Researching, reviewing and making recommendations to the DDG on drafts of new administrative procedures, policies, rules and directives
   • Providing a link between strategic issues and operational execution of activities under the purview of the ODDG, ensuring correspondence of operational activities to strategic directions, as directed by the DDG
   • As necessary, monitoring, analysing and reporting on KPI’s used to determine the effective execution of activity within the agreed programme and budget of the OPCW
   • Serving as principal aide to the DDG.

    

2. Support the DDG’s official and representational duties involving Member States by:
   • Coordinating and/or drafting talking points and notes/background material for DDG discussions with Member States and subsequently preparing records of discussions
   • Reviewing and providing guidance on briefing notes prepared by Divisions/Branches for DDG
   • Drafting memos and other correspondence for the DDG’s signature
   • Actively identifying areas of activity for consideration by the DDG with specific reference to stakeholder management, analysing and preparing documentation as necessary.                   

              

3. Prepare the DDG for representational responsibilities and official visits:
   • Co-ordinating all logistical and other arrangements for the visit
   • Reviewing and advising on programme and itinerary and giving guidance on format and content of briefing to be prepared by substantive offices
   • Performing all required post-visit activities such as official report of visit, organise press releases wherever necessary, follow-up letters to hosts and co-ordinating follow-up action to ensure objectives of visit are met
   • Accompanying the DDG on official visits and duties, as required.             

    

4. Review and/or prepare papers and speeches for the DDG, for his/her official functions.

    

5. Act in relevant roles in the Boards and Committees chaired by the DDG, as required by the DDG, including in an observer capacity. Such roles include coordinating and preparing, as necessary, briefing material to ensure the DDG is fully briefed and able to execute the functions as Chair as necessary.

    

6. Function as Secretary to the Management Board:

    

   • Preparing, as such, the agenda and the minutes of the Management Board meetings
   • Ensuring the necessary follow-up of the outcomes of those meetings, in coordination with the relevant Units of the Technical Secretariat, and under the guidance of the DDG and the DG.

      

7. Work closely with the Office of the Director-General (ODG), as necessary, to ensure optimal coordination and synergies at the level of the Executive Management of the Secretariat. This entails liaising with the Chief of Cabinet and the Deputy Chief of Cabinet on relevant issues, under the guidance of the DDG.

    

8. Perform other duties as required

RECRUITING PROFILE: 

Education (Qualifications):

Essential:  Advanced University degree in a relevant discipline including in the area of international law, international relations, public/business administration, or management, from an accredited college or university; a first level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.

Required Certification (if applicable):  N/A

Experience: 

Essential:  At least 10 years of related experience (12 years with a first level degree) in legal services, policy management or administration management, preferably with international organisation(s), which have on-going interface with governments and international organisations; and

•           Excellent writing, editing, and communication skills.

Skills and Abilities (key competencies):

• Strong analytical/conceptual skills and problem-solving skills allowing for the detailed analysis of data from a range of complex sources leading to the extrapolation of the relevant information and presenting the essence of issues for further consideration by the DDG.
• Excellent inter-personal, negotiating and persuasion skills acknowledging emotional intelligence, and other factors leading to successful alliance building and establishing consensus and cooperation to achieve results.
• Demonstrated ability in helping to develop ideas to accomplish the organisation’s objectives.
• Tact, discretion, and the ability to work harmoniously in a multi-cultural environment encouraging open communication and building consensus.
• Ability to prepare reports, presentations, memorandums, talking points, speeches and briefing notes.
• Flexibility and ability to work under pressure; handle multiple activities simultaneously without losing focus.
• Project management and organisation skills.
• Ability to prioritise issues and follow up strongly through the establishment of realistic objectives and active monitoring of performance against these.
• Demonstrated understanding and exhibited behaviour of Knowledge Management principles in the context of a limited tenure organisation; and
• Computer literacy – advanced knowledge of computer usage and MS-Office programmes.

Language Requirements:  Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.