Principal functions
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 outcome;
- 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;
- Study and analyse the memorandums received from the six Divisions and Branches addressed to the Director-General, ensure their quality and completeness and make 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;
- Provide 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 to monitor, analyse and report 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.
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 identify areas of activity for consideration by the DDG with specific reference to stakeholder management, analyse and prepare documentation as necessary.
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;
- Accompany the DDG on official visits and duties, as required.
Review and/or prepare papers and speeches for the DDG, for his/her official functions
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.
Function as Secretary to the Management Board:
- Prepare, as such, the agenda and the minutes of the Management Board meetings;
- Ensure 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.
