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International Transport Workers’ Federation
Global Administration
Competency Framework
June 2017
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Introduction
The Global Administrative Competency Framework was developed for the use of ITF global administrators.
This framework is designed to assist in the development of the administrative function in a systematic and
strategic manner. It will assist you in identifying and prioritising your development needs, as well as
supporting the requirements of the organisation.
The framework comprises:
the global administration competency assessment model
the global administrative competencies
the global administrative job descriptions
the professional learning and development plan [under development]
The goals for the global administrative competency framework are:
to develop critical knowledge and skills needed to improve organisational and individual
effectiveness and performance
to promote consistency in our way of working across the organisation
to foster a learning/knowledge sharing culture
The competencies identified are considered to be core competencies related to administrative positions
across the global organisation.
The accompanying job descriptions define the global administration function across the organisation and
have been developed to support the cohesive delivery of the overall work plan, encompassing the key
principles we endeavour to work towards, being transparency, alignment, consistency in approach,
learning, flexibility and team work.
The global administrative competency framework endorses the learning and development opportunities to
strengthen the professional capacity of the ITF global administrator across the organisation.
The ongoing professional learning and development plan provides global administrators with the necessary
skills and tools to maintain a consistent level of competence in delivery of the global administrative
function.
This global administrative competency framework will be reviewed at regular intervals to ensure that it
continues to meet the needs of the organisation.
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Competency Assessment Model
The Assessment tools provide you with an opportunity to assess your personal strengths and areas for
improvement in your role as an ITF global administrator
Relationships
Communication and influencing; interpersonal skills; team work and team building; customer focused; cross‐cultural agility
Analytical
Problem analysis; critical thinking; decision making; innovation; professional expertise
Management
Managing execution: project/process management; delegation and performance management; coaching
and developing talent; managing differences/conflict
Leadership
Strategic thinking; organisational acumen; leading courageously; inspiring others; integrity, trust and
credibility
Self‐management
Learning agility/development; initiative and risk taking; drive for results; adaptability management;
emotional resilience
Global Administration
Relationships
Analytical
ManagementLeadership
Self‐Management
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Relationships
Communication and influencing; interpersonal skills; team work and team building; customer focused; cross‐cultural agility
Communication: listens to others, seeks to understand others’ perspective, and communicates own perspective
Influencing and interpersonal skills: emotional intelligence: awareness of self, others and context, and the ability to flex style appropriately
Team work and team building: works as part of the global administrative team (GAT) participative; collegiate; supportive; helpful, respectful, team oriented; transfers
knowledge; cooperative; open to feedback
Maintains good relationships with the global secretariat and affiliates; acts professionally; provides consistent level of service; is respectful; is proactive; advises
appropriately; assists with problem solving; demonstrates willingness to support
Cross‐cultural agility: awareness of the diverse cultures in which we operate and demonstrate the ability to adapt
Level 1 ‐ delivers Level 2 ‐ influences Level 3 ‐ leads
Listens to others, seeks to understand others’
perspective, communicates own perspective
Acts as a role model: solicits others opinions,
communicates clearly and effectively and encourages
these behaviours in others
Leads by example and takes responsibility for creating
the necessary climate for effective communication
and relationship building
Emotional intelligence and awareness of self, others
and context and the ability to flex style appropriately
Builds appropriate relationships and networks to
ensure effective delivery
Builds strategic and political awareness
Evidence of being: participative; collegiate;
supportive; helpful, respectful, team oriented;
transfers knowledge; cooperative; open to feedback
Acts as an effective role model and actively
encourages these behaviours in others. Takes
responsibility for monitoring team climate, makes
timely interventions and seeks advice and input from
others
Leads by example and takes responsibility for creating
the necessary climate for effective team working
Establishes professional relationships with peers
within the global administration team; and the wider
global secretariat: acts professionally; provides
consistent level of service; is respectful; is proactive;
advises appropriately; assists with problem solving;
demonstrates willingness to support others
Acts as the introductory conduit and provides the
necessary cross‐cultural awareness to support the
global administration function
Takes responsibility for relationship management and
supports the GAT as necessary
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Level 1 ‐ delivers Level 2 ‐ influences Level 3 ‐ leads
Establishes professional relationship with ITF affiliates
and other international organisations: acts
professionally; provides consistent level of service; is
respectful; is proactive; advises appropriately; assists
with problem solving; demonstrates willingness to
support others
Acts as the introductory conduit and
provides information re the ITF governance and
operational structure
Provides the necessary political awareness to support
the global administration function
Is responsible for keeping oneself abreast of changes
within the organisation and governance structures
Shares and communicates relevant changes Identifies relevant changes and communication
process
Demonstrates an awareness of the diverse cultures in
which we operate and an ability to adapt
appropriately
Leads by example. Provide guidance and support with
appropriate interventions when necessary
Lead by example and provide support when
necessary
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Analytical
Problem analysis; critical thinking; decision making; innovation; professional expertise
Problem analysis: demonstrates the ability to foresee problems and prevent them by taking action
Critical thinking: utilizes analytical skills and a broad understanding of the organisation to effectively interpret and anticipate needs
Decision making: demonstrates the ability to make timely decisions and is able to articulate sound rationale for decision making that takes into consideration wider
implications
Professional expertise: communicates in a clear, concise manner adapting to ones’ audience; produces well thought‐out, professional correspondence free of grammatical
and spelling errors conforming to standardised way of working; demonstrates proficiency in using standard office equipment and other relevant software required for
effective delivery
Level 1 ‐ delivers Level 2 ‐ influences Level 3 ‐ leads
Demonstrates the ability to foresee problems and
take preventative action where possible or elevate as
necessary
Ability to intervene in a timely manner or elevate as
necessary
Provide solutions and ensure that corrective
measures are put in place
Utilises analytical skills and a broad understanding of
the organisation to effectively carry out the global
administrative function
To effectively interpret the needs of the global
organisation
To anticipate the needs of the global organisation to
allow us to provide continuing context
Demonstrates the ability to make timely decisions
and is able to articulate sound rationale for decision
making that takes into consideration wider
implications
Ability to communicate and operationalise the
decision making framework to ensure timely delivery;
takes action to ensure progress is not hindered
through lack of decision making
Determine scope and boundaries over decision
making; takes an organisation wide perspective;
considers the implications for other areas; and,
communicates with relevant parties as appropriate
Ability to communicate in a clear and concise
manner, whether written or oral
Sets clear expectations; monitor and intervene where
necessary in order to maintain quality standards
Establish organisation wide standards adhering to the
principles of the global administrative function:
standardisation, simplification and automation
Demonstrates proficiency in using standard office
equipment and other relevant software required for
effective delivery
Takes responsibility for ensuring that appropriate
systems are accessible and used
Is a key contributor and influences the IT strategy of
the global organisation to ensure that the systems in
place continue to meet the needs of the global
administrative function
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Management
Managing execution; project/process management; delegation and performance management; coaching and developing talent; managing differences/conflict
Project/process management: effective planning and delivery of work and meets critical deadlines; balances conflicting priorities in order to manage workflow
Delegation: delegates appropriately to address capacity issues and provide opportunities for development
Performance management: actively managing performance to ensure standards, targets and objectives are met; addressing under‐performance
Coaching and developing talent: identifying individual strengths and development needs; identifying development and growth opportunities within the administrative
function
Managing differences/conflict: recognising and valuing difference; addressing conflict when it arises
Excellence: sets and maintains high standards; takes personal responsibility and is delivery focused
Level 1 ‐ delivers Level 2 ‐ influences Level 3 ‐ leads
Awareness and understanding of the SRD work plans
and corresponding budgets
Contribute and support the planning and budgeting
process; and awareness and understanding of all SRD
work plans and budgets
Contribute and support in the development of the
ITF’s overall planning and budgeting process
Can be relied upon to take personal responsibility for
setting and maintaining high standards; is able to
balance conflicting priorities; and is delivery focused
Manages the team’s workflow and balances
conflicting priorities to ensure high standards are
maintained and critical deadlines are met
Has oversight of the overall global administrative
work flow and is able to provide solutions to capacity
issues when they arise
Follows a recognised way of working Ensures the consistency and standardisation of the
administrative function is being met and is fit for
purpose
Has oversight of the processes of the global
administrative function, in consultation with the
other functions of the global organisation
Manages own work load and takes responsibility for
ensuring work is covered during any absences
Delegates appropriately: to address capacity issues;
for development opportunities. Follows through,
providing feedback
Encourages a climate where delegation is used both
as a tool for development and opportunity for
knowledge sharing and transfer
Takes ownership for the delivery of own work plan as
developed and monitored by the supervisor
Develops and monitors individual team member work
plans and holds regular work plan and development
review (one‐to‐one) meetings
Develops and monitors individual supervisor work
plans to ensure synergy across the administrative
function
Capacity to reflect on own abilities, awareness of own
limitations, receptive to coaching
Actively manages talent; provides coaching and
relevant development opportunities
Creates a coaching environment; takes a strategic
overview of the administrative function; maps talent
and makes recommendations to address succession
planning and skills gaps
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Level 1 ‐ delivers Level 2 ‐ influences Level 3 ‐ leads
Recognise and value diversity; takes responsibility for
resolving differences where possible and escalates
appropriately
Encourages diversity; does not avoid difficult
conversations and actively manages conflict
escalating where necessary
Leads by example and seeks appropriate guidance
when necessary
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Leadership
Strategic thinking; organisational acumen; leading courageously; inspiring others; integrity, trust and credibility
Strategic thinking: takes a global organisational view, anticipates future trends/alternative scenarios and plans appropriately
Organisational acumen: demonstrates an awareness of fundamental organisational principles as well as an understanding of the overall international labour movement in
which the organisation operates
Leading courageously: architect of change, initiates change, challenges status quo constructively, takes personal risk, openness to others and prepared to be challenged
Inspiring others: acting as a positive role model, demonstrating energy, valuing contributions and encouraging active participation
Integrity, trust and credibility: acts with integrity, is trustworthy, presents as credible leader who acts in the interests of the organisation and others rather than being self‐
interested
Level 1 ‐ delivers Level 2 ‐ influences Level 3 ‐ leads
Have an awareness of the GAT strategy Contributes to the GAT strategic view Takes a global organisational view, anticipates future
trends/alternative scenarios and plans appropriately
ensuring strategic alignment with the wider
organisation
Awareness and understanding of the international
labour movement
Understanding of the international labour movement
and how the ITF operates within
Understanding the role the ITF plays within Council of
Global Unions
Awareness and understanding of the organisation
and governance structures
Awareness of the political implications across the SRD
structures
Understanding the political implications overall and
providing the necessary guidance
Ability to challenge status quo constructively;
demonstrates confidence to contribute ideas and a
willingness to step outside their comfort zone
Is open and receptive to ideas; is prepared to be
challenged; initiates change process
Architects of change, evaluates benefits and risks;
evaluates change within wider organisational context
Has a positive energy and can do attitude Acts as a positive role model, demonstrating energy,
valuing contributions and encouraging active
participation
Lead by example
Acts with integrity, is trustworthy Presents as a credible supervisor who acts in the
interests of the GAT
Presents as credible leader who acts in the interests
of the organisation and others rather than being self‐
interested
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Self‐management
Learning agility/development; initiative and risk taking; drive for results; adaptability management; emotional resilience
Learning agility/development: an appetite for learning and development; actively manages own development;
Initiative and risk taking: exhibits sound judgment and the ability to make reasonable decisions in the absence of direction
Drive for results: delivery orientated; focused and can be relied upon to deliver; swiftly refers problems/issues to the appropriate person(s) when necessary
Adaptability: awareness of own style; openness to alternative approaches; ability to flex style depending on the context and situation
Emotional resilience: understanding own limitations; developing appropriate strategies
Level 1 ‐ delivers Level 2 ‐ influences Level 3 ‐ leads
Demonstrates an appetite for learning and
development; takes responsibility for personal
development
Contributes and supports a learning environment Promotes self‐management and learning
Exhibits sound judgement and the ability to make
reasonable decisions in the absence of direction.
Understands own limitations within the framework of
the GAT and can articulate sound rationale
Exhibits sound judgement and the ability to make
reasonable decisions in the absence of direction.
Understands own limitations within the framework of
the GAT and can articulate sound rationale
Exhibits sound judgement and the ability to make
reasonable decisions in the absence of direction.
Understands own limitations within the framework of
the GAT and the wider organisation, and can
articulate sound rationale
Is focused and can be relied upon to deliver; seeks
appropriate help and flags up issues that may affect
their ability to deliver within agreed timeframe
Awareness of the team environment; ability to listen
and manage the needs of the team
Awareness of the general environment and an
understanding of the potential impact on others
Awareness of own style; openness to alternative
approaches; ability to flex style depending on the
context and situation
Awareness of own style; openness to alternative
approaches; ability to flex style depending on the
context and situation
Awareness of own style; openness to alternative
approaches; ability to flex style depending on the
context and situation
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Job Descriptions
In line with the global administrative competencies, the global administration function has been defined within
the following four levels and associated job descriptions:
Level 1 – Global Administrator
Level 1 – Travel and Events Administrator
Level 2 – Global Admin Supervisor
Level 2 – Travel and Events Supervisor
Level 3 – Global Admin Head
Level 3 – Head of Travel and Events
Level 4 – Global Admin Coordinator
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ITF JOB DESCRIPTION
JOB TITLE: GLOBAL ADMINISTRATOR (LEVEL 1)
DEPARTMENT: GLOBAL ADMINISTRATION
REPORTING TO: GLOBAL ADMIN SUPERVISOR (LEVEL 2)
MAIN PURPOSE OF ROLE:
To work as part of the Global Admin Team (GAT) to ensure effective delivery of administration to support the ITFs
goals and priorities.
Supports the ongoing development of the global admin function in line with the core principles: standardisation;
automation and simplification
KEY RESPONSIBILITIES:
Awareness and understanding of the GAT work plan and corresponding budgets; recognising own role in delivery
Drafts circulars and correspondence; seeks approval and actions appropriately
Organises travel arrangements including flights, accommodation, transfers, health and visa requirements
Liaises with ITF affiliates, outside organisations and other agencies, and responds to enquiries and directs accordingly
Organises ITF meetings and events in partnership with identified internal sponsor; including sourcing, negotiating and recommending hotel, venue and event services, within agreed parameters; liaises with internal and external resources as appropriate
Coordinates participant attendance to ITF meetings and events including any travel and financial arrangements; liaises with ITF affiliates and outside organisations; responds to enquiries and directs accordingly
Prepares and updates meeting and campaign forecasts against budget; monitors spend; identifies variances and escalates in a timely manner
Continually updates and maintains accuracy of ITF databases and other tools used to execute delivery
Runs all meeting and campaign related reports; ensures accessibility in an appropriate and timely manner
Organises secretariat meetings using telephone/video conferencing equipment as necessary
Collates information and prepares documentation pertaining to meetings and campaigns; ensures accessibility in an appropriate and timely manner
Attends meetings to provide onsite support; take minutes to draft action points and reports as required
Supports the promotion of the ITF through the ITF website and social media channels as determined and within agreed parameters
Contributes to the change agenda and implements agreed changes in line with the GAT strategy
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PERSON SPECIFICATION:
ESSENTIAL DESIRABLE
Education level, qualifications or equivalent
Knowledge, experience and technical skills
Experience of booking travel related services
Experience of meetings organisation
High quality administrative skills
Proven organisational skills
Accuracy and attention to detail
Excellent written and spoken English
Experience writing meeting documents and minutes/reports
Working as part of a team
Flexibility in working as part of a wider team
Ability to problem solve and identify an appropriate course of action
Ability to analyse data /information
Experience in database management
Proficient in using standard office equipment and other relevant software
Knowledge of another language
Experience of negotiating with external suppliers
Personal attributes/skills Ability to exercise a high level of discretion, judgement and initiative
Maintains confidentiality
Proven ability to communicate effectively
Collegiate
Willingness to learn and be open to new ways of working
Cultural and organisational awareness
Commitment to social justice and trade unions
Practical requirements e.g. hours, requirement to travel
Some travel may be required
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ITF JOB DESCRIPTION
JOB TITLE: TRAVEL AND EVENTS ADMINISTRATOR (LEVEL 1)
DEPARTMENT: GLOBAL ADMINISTRATION
REPORTING TO: TRAVEL AND EVENTS SUPERVISOR (LEVEL 2)
MAIN PURPOSE OF ROLE:
To work as part of the Global Admin Team (GAT) to ensure effective delivery of global travel and events to
support the ITFs goals and priorities
Supports the ongoing development of the global travel and events function within global administration in line
with the core principles: standardisation; automation and simplification
KEY RESPONSIBILITIES:
Awareness and understanding of the GAT work plan and corresponding budgets; recognising own role in delivery
Organises ITF meetings and events in partnership with identified internal sponsor; including sourcing, negotiating and recommending hotel, venue and event services, within agreed parameters; liaises with internal and external resources as appropriate
Drafts invitations and event correspondence
Coordinates participant attendance to ITF meetings and events including any travel and financial arrangements; liaises with ITF affiliates and outside organisations; responds to enquiries and directs accordingly
Organises travel arrangements including flights, accommodation, transfers, health and visa requirements
Prepares and updates meeting and event forecasts against budget; monitors spend; identifies variances and escalates in a timely manner
Continually updates and maintains accuracy of ITF databases and other tools used to execute delivery
Runs all meeting and event related reports; ensures circulation in an appropriate and timely manner
Provides onsite support for ITF meetings and events
Contributes to the change agenda and implements agreed changes in line with the GAT strategy
SPECIFIC RESPONSIBILITIES FOR:
ITF Congress
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PERSON SPECIFICATION:
ESSENTIAL DESIRABLE
Education level, qualifications or equivalent
Knowledge, experience and technical skills
Experience of booking international travel related services
Experience of international meetings and/or event organisation
Experience of negotiating with external suppliers
High quality administrative skills
Proven organisational skills
Accuracy and attention to detail
Excellent written and spoken English
Working as part of a team
Flexibility in working as part of a wider team
Ability to problem solve and identify an appropriate course of action
Ability to analyse data /information
Experience in database management
Proficient in using standard office equipment and other relevant software
Knowledge of another language
Knowledge of fares and ticketing
Personal attributes/skills Ability to exercise a high level of discretion, judgement and initiative
Maintains confidentiality
Proven ability to communicate effectively
Collegiate
Willingness to learn and be open to new ways of working
Cultural and organisational awareness
Commitment to social justice and trade unions
Practical requirements e.g. hours, requirement to travel
Some travel will be required
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ITF JOB DESCRIPTION
JOB TITLE: GLOBAL ADMIN SUPERVISOR (LEVEL 2)
DEPARTMENT: GLOBAL ADMINISTRATION
REPORTING TO: GLOBAL ADMIN HEAD (LEVEL 3)
MAIN PURPOSE OF ROLE:
To support the Global Admin Head and to work as part of the Global Admin Team (GAT) to ensure effective
delivery of administration to support the ITFs goals and priorities
Actively contributes to the GAT strategy
Supports the ongoing development of the global admin function in line with the core principles: standardisation;
automation and simplification
May deputise for the Global Admin Head in their absence
KEY RESPONSIBILITIES:
Assists in the preparation of the SRD work plans, campaign programmes and corresponding budgets
Supports the GAT leadership team in the development of the GAT work plan
Awareness and understanding of the ITF’s overall SRD work plans, campaign programmes and corresponding budgets; recognising own role in delivery
Collaborates with the GAT Head, exchanges information to ensure a cohesive approach is taken ensuring processes and systems are up to date, implemented, monitored and evaluated
Contributes to the change agenda and implements agreed changes in line with the GAT strategy
Responsible for the day to day supervision, guidance, coordination and delivery of admin services to ensure that work is delivered to a high standard and follows the global admin function established in line with the above core principles
Responsible for the line management of the team members including coaching and development, performance review meetings, leave requests, sickness reporting, and approval of any expenses
Produces management information as required
Ensures relevant political and organisational issues are communicated to the team
Holds regular team meetings that provide for two‐way communication
Identifies issues that may affect delivery and deals with and/or escalates in a timely manner
Assists in drafting meeting documentation for internal management structures, campaign programmes and governance bodies
Attends meetings to provide onsite support; take minutes to draft action points and reports as required
Organises travel arrangements including flights, accommodation, transfers, health and visa requirements
Liaises with ITF affiliates, outside organisations and other agencies. Responds to enquiries and directs accordingly
Organises ITF meetings and events in partnership with identified internal sponsor; including sourcing, negotiating and recommending hotel, venue and event services, within agreed parameters; liaises with internal and external resources as appropriate
Coordinates participant attendance to ITF meetings and events including any travel and financial arrangements; liaises with ITF affiliates and outside organisations; responds to enquiries and directs accordingly
Prepares and updates meeting and campaign forecasts against budget; monitors spend; identifies variances and escalates in a timely manner
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Continually updates and maintains accuracy of ITF databases and other tools used to execute delivery
Runs all meetings and campaign related reports; ensures accessibility in an appropriate and timely manner
Supports the promotion of the ITF through the ITF website and social media channels as determined and within agreed parameters
PERSON SPECIFICATION:
ESSENTIAL DESIRABLE
Education level, qualifications or equivalent
Graduate level education or training
Knowledge, experience and technical skills
Proven experience in managing and leading a team
Flexibility in working as part of a wider team
High quality administrative skills
Proven organisational skills
Accuracy and attention to detail
Excellent written and spoken English
Experience writing meeting documents and minutes/reports
Ability to problem solve and identify an appropriate course of action
Ability to analyse data /information
Experience in database management
Proficient in using standard office equipment and other relevant software
Knowledge of another language
Personal attributes/skills Ability to exercise a high level of discretion, judgement and initiative
Maintains confidentiality
Proven ability to communicate effectively
Collegiate
Willingness to learn and be open to new ways of working
Cultural and organisational awareness
Commitment to social justice and trade unions
Practical requirements e.g. hours, requirement to travel
Some travel may be required
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ITF JOB DESCRIPTION
JOB TITLE: TRAVEL AND EVENTS SUPERVISOR (LEVEL 2)
DEPARTMENT: GLOBAL ADMINISTRATION
REPORTING TO: HEAD OF TRAVEL AND EVENTS (LEVEL 3)
MAIN PURPOSE OF ROLE:
To support the Head of Travel and Events and to work as part of the Global Admin Team (GAT) to ensure effective
delivery of global travel and events to support the ITFs goals and priorities
Actively contributes to the GAT strategy
Supports the ongoing development of the global travel and events function within global administration in line
with the core principles: standardisation; automation and simplification
May deputise for the Head of Travel and Events in their absence
KEY RESPONSIBILITIES:
Supports the GAT leadership team in the development of the GAT work plan
Awareness and understanding of the ITF’s overall SRD work plans, campaign programmes and corresponding budgets; recognising own role in delivery
Collaborates with the Head of Travel and Events, exchanges information to ensure a cohesive approach is taken ensuring processes and systems are up to date, implemented, monitored and evaluated
Contributes to the change agenda and implements agreed changes in line with the GAT strategy
Responsible for the day to day supervision, guidance, coordination and delivery of travel and event services to ensure that work is delivered to a high standard and follows the global admin function established in line with the above core principles
Responsible for the line management of the team members including coaching and development, performance review meetings, leave requests, sickness reporting, and approval of any expenses
Produces management information as required
Ensures relevant political and organisational issues are communicated to the team
Holds regular team meetings that provide for two‐way communication
Identifies issues that may affect delivery and deals with and/or escalates in a timely manner
Organises ITF meetings and events in partnership with identified internal sponsor; including sourcing, negotiating and recommending hotel, venue and event services, within agreed parameters; liaises with internal and external resources as appropriate
Drafts invitations and event correspondence
Coordinates participant attendance to ITF meetings and events including any travel and financial arrangements; liaises with ITF affiliates and outside organisations; responds to enquiries and directs accordingly
Coordinates engagement of interpreters to ITF meetings and events including any travel and financial arrangements
Organises travel arrangements including flights, accommodation, transfers, health and visa requirements
Prepares and updates meeting and event forecasts against budget; monitors spend; identifies variances and escalates in a timely manner
Continually updates and maintains accuracy of ITF databases and other tools used to execute delivery
Runs all meeting and event related reports; ensures accessibility in an appropriate and timely manner
Provides onsite support for ITF meetings and events
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SPECIFIC RESPONSIBILITIES FOR:
ITF Congress
PERSON SPECIFICATION:
ESSENTIAL DESIRABLE
Education level, qualifications or equivalent
Graduate level education or training
Knowledge, experience and technical skills
Experience of booking international travel related services
Experience of international meetings and/or event organisation
Experience of negotiating with external suppliers
Knowledge of fares and ticketing
Proven experience in managing and leading a team
Flexibility in working as part of a wider team
High quality administrative skills
Proven organisational skills
Accuracy and attention to detail
Excellent written and spoken English
Ability to problem solve and identify an appropriate course of action
Ability to analyse data /information
Experience in database management
Proficient in using standard office equipment and other relevant software
Knowledge of another language
Personal attributes/skills Ability to exercise a high level of discretion, judgement and initiative
Maintains confidentiality
Proven ability to communicate effectively
Collegiate
Willingness to learn and be open to new ways of working
Cultural and organisational awareness
Commitment to social justice and trade unions
Practical requirements e.g. hours, requirement to travel
Some travel will be required
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ITF JOB DESCRIPTION
JOB TITLE: GLOBAL ADMIN HEAD (LEVEL 3)
DEPARTMENT: GLOBAL ADMINISTRATION
REPORTING TO: GLOBAL ADMIN COORDINATOR (LEVEL 4)
MAIN PURPOSE OF ROLE:
To support the Global Admin Coordinator and to work as part of the Global Admin Team (GAT) to ensure effective
delivery of administration to support the ITFs goals and priorities
Member of the GAT leadership team; contributes to the GAT strategy and is responsible for the ongoing
development of the global admin function in line with the core principles: standardisation; automation and
simplification
Member of the Core Congress Team to support the Global Admin Coordinator in the effective delivery of the
global administration function of Congress
May deputise for the Global Admin Coordinator in their absence
KEY RESPONSIBILITIES:
Supports and contributes to the overall SRD work plans, campaign programmes and budgeting process; ensures organisational change mechanism is adhered to
Responsible for the development and delivery of the GAT work plan together with the GAT leadership team
Attends management account meetings and supports the budget holder in the preparation of up to date and accurate information for decision making purposes and delivery of the work plan
Collaborates with the GAT leadership team, exchanges information to ensure a cohesive approach is taken within the GAT and in alignment with the ITF’s overall strategy and goals
Actively leads change and contributes to the change agenda
Oversees the delivery of administrative services to ensure that work is delivered to a high standard and follows the global admin function established in line with the above core principles
Responsible for the line management of the team supervisor including leave requests, sickness reporting, approval of any expenses, performance review and development meetings
Works with the team supervisor to ensure GAT processes and systems are up to date and implemented, monitored and evaluated. Responsible for addressing inconsistencies directly and/or via the GAT leadership team
Produces management information and provides analysis, as required
Ensures relevant political and organisational issues are communicated to the supervisor
Holds regular meetings with the supervisor that provide for two‐way communication
Deals with issues that have implications of the effective delivery of administration, in consultation with the GAT leadership team, to ensure a timely resolution
Research, prepare and coordinate meeting documentation for internal management structures, campaign programmes and governance bodies
Attends meetings to provide onsite coordination and take minutes to draft action points and reports as required
Liaises with ITF affiliates, outside organisations and other agencies. Responds to enquiries and directs accordingly where necessary
Supports the promotion of the ITF through the ITF website and social media channels as determined and within agreed parameters
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PERSON SPECIFICATION:
ESSENTIAL DESIRABLE
Education level, qualifications or equivalent
Graduate level education or training
Knowledge, experience and technical skills
Proven experience in managing and leading a team;
Flexibility in working as part of a wider team
High quality administrative skills
Proven organisational skills
Proven experience in managing budgets
Accuracy and attention to detail
Excellent written and spoken English
Experience writing meeting documents and minutes/reports
Ability to problem solve and identify an appropriate course of action
Ability to analyse data /information
Experience in database management
Proficient in using standard office equipment and other relevant software
Knowledge of another language
Personal attributes/skills Ability to exercise a high level of discretion, judgement and initiative
Maintains confidentiality
Proven ability to communicate effectively
Collegiate
Willingness to learn and be open to new ways of working
Cultural and organisational awareness
Commitment to social justice and trade unions
Practical requirements e.g. hours, requirement to travel
Some travel will be required
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ITF JOB DESCRIPTION
JOB TITLE: HEAD OF TRAVEL AND EVENTS (LEVEL 3)
DEPARTMENT: GLOBAL ADMINISTRATION
REPORTING TO: GLOBAL ADMIN COORDINATOR (LEVEL 4)
MAIN PURPOSE OF ROLE:
To support the Global Admin Coordinator and to work as part of the Global Admin Team (GAT) to ensure effective
delivery of global travel and events to support the ITFs goals and priorities
Member of the GAT leadership team; contributes to the GAT strategy and is responsible for the ongoing
development of the global travel and events function within global administration in line with the core principles:
standardisation; automation and simplification
Member of the Core Congress Team to support the Global Admin Coordinator in the effective delivery of the
global travel and events function of Congress
KEY RESPONSIBILITIES:
Manages the relationship with the ITF appointed travel management company (TMC) ensuring the service level agreement is upheld by both parties and continues to meet the needs of the global organisation
Manages the relationship with the ITF appointed event software company ensuring the service level agreement is upheld by both parties and continues to meet the needs of the global organisation
Manages the relationship with the ITF appointed interpreters ensuring the memorandum of understanding is upheld by both parties and continues to meet the needs of the global organisation
Responsible for initiating, negotiating and recommending global travel and event related services
Supports and contributes to the risk management strategy of the global organisation
Supports and contributes to the overall SRD work plans, campaign programmes and budgeting process
Responsible for the development and delivery of the GAT work plan together with the GAT leadership team
Produces travel and event related reports and analysis, as required, to support the General Secretary and/or budget holder for decision making purposes and delivery of the work plan/s
Collaborates with the GAT leadership team, exchanges information to ensure a cohesive approach is taken within the GAT and in alignment with the ITF’s overall strategy and goals
Responsible for the post event evaluation of logistics and operations for ITF meetings and events; develops and implements improvements together with the GAT leadership team
Actively leads change and contributes to the change agenda
Oversees the delivery of travel and event services to ensure that work is delivered to a high standard and follows the global admin function established in line with the above core principles
Responsible for the line management of the team supervisor including leave requests, sickness reporting, approval of any expenses, performance review and development meetings
Works with the team supervisor to ensure GAT processes and systems are up to date and implemented, monitored and evaluated. Responsible for addressing inconsistencies directly and/or via the GAT leadership team
Ensures relevant political and organisational issues are communicated to the supervisor
Holds regular meetings with the supervisor that provide for two‐way communication
Deals with issues that have implications of the effective delivery of administration, in consultation with the GAT leadership team, to ensure a timely resolution
Provides onsite coordination for ITF meetings and events
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SPECIFIC RESPONSIBILITIES FOR: ITF Congress PERSON SPECIFICATION:
ESSENTIAL DESIRABLE
Education level, qualifications or equivalent
Graduate level education or training
Knowledge, experience and technical skills
Proven experience of booking international travel related services
Proven experience of international meetings and/or event organisation
Proven experience of negotiating with external suppliers
Knowledge of fares and ticketing
Proven experience in managing and leading a team
Flexibility in working as part of a wider team
Proven experience in managing budgets
High quality administrative skills
Proven organisational skills
Accuracy and attention to detail
Excellent written and spoken English
Ability to problem solve and identify an appropriate course of action
Ability to analyse data /information
Experience in database management
Proficient in using standard office equipment and other relevant software
Knowledge of another language
Personal attributes/skills Ability to exercise a high level of discretion, judgement and initiative
Maintains confidentiality
Proven ability to communicate effectively
Collegiate
Willingness to learn and be open to new ways of working
Cultural and organisational awareness
Commitment to social justice and trade unions
Practical requirements e.g. hours, requirement to travel
Travel will be required
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ITF JOB DESCRIPTION
JOB TITLE: GLOBAL ADMIN COORDINATOR (LEVEL 4)
DEPARTMENT: GLOBAL ADMINISTRATION
REPORTING TO: GENERAL SECRETARY
MAIN PURPOSE OF ROLE:
To lead the Global Admin Team (GAT) to ensure effective delivery of global administration and travel and events
to support the ITFs goals and priorities
Member of the GAT leadership team; contributes to the GAT strategy and is responsible for the ongoing
development of the global admin function in line with the core principles: standardisation; automation and
simplification
Member of the Core Congress Team to ensure effective delivery of the global administration and travel and
events functions of Congress
KEY RESPONSIBILITIES:
Overall responsibility for implementing, monitoring and evaluating the effectiveness of the global administration function and continues to meet the needs of the global organisation
Actively leads change and contributes to the change agenda
Supports and contributes to the overall SRD work plans, campaign programmes and budgeting process; ensures organisational change mechanism is adhered to
Overall responsibility for the development and delivery of the GAT work plan together with the GAT leadership team and in consultation with key stakeholders
Produces management information and provides analysis, as required
Ensures relevant political and organisational issues are communicated to the global admin heads
Responsible for the operational line management of the global admin heads including leave requests, sickness reporting, approval of any expenses, performance review and development meetings
Responsible for addressing issues that have implications on the effective delivery of administration
Attends meetings to support the Office of the General Secretary and provide onsite coordination
Liaises with ITF affiliates, outside organisations and other agencies. Responds to enquiries and directs accordingly where necessary
Supports the promotion of the ITF through the ITF website and social media channels as determined and within agreed parameters
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PERSON SPECIFICATION:
ESSENTIAL DESIRABLE
Education level, qualifications or equivalent
Graduate level education or training
Knowledge, experience and technical skills
Proven experience in managing and leading a team;
Flexibility in working as part of a wider team
Proven experience in working as part of a senior management team
High quality administrative skills
Proven organisational skills
Proven experience in managing budgets
Accuracy and attention to detail
Excellent written and spoken English
Experience writing meeting documents and minutes/reports
Ability to problem solve and identify an appropriate course of action
Ability to analyse data /information
Experience in database management
Proficient in using standard office equipment and other relevant software
Knowledge of another language
Personal attributes/skills Ability to exercise a high level of discretion, judgement and initiative
Maintains confidentiality
Proven ability to communicate effectively
Collegiate
Willingness to learn and be open to new ways of working
Cultural and organisational awareness
Commitment to social justice and trade unions
Practical requirements e.g. hours, requirement to travel
Some travel will be required
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Professional Learning and Development Plan
[under development]