SECTION A: JOB DETAILS
REFERENCE NUMBER:
2405PPM17
CAMPAIGN TYPE:
Concurrent
Projects and Programmes Manager, Conferences and
JOB TITLE:
Projects Team, Commonwealth Parliamentary
Association UK Branch (CPA UK)
PAYBAND:
PAY RANGE:
B2
£30,150 per annum (entry level) - £36,170
(maximum) per annum
ALLOWANCES:
N/A
REPORTS TO:
Head of Conferences and Projects CPA UK
NUMBER OF POSTS:
1
CONTRACT TYPE / DURATION:
ISSUE DATE: 8 August 2016
UPDATED: 25 May 2017
CLOSING DATE FOR APPLICATIONS
9am on Friday 16 June 2017
INTERVIEW DATE
w/c 26 June 2017
START DATE
ASAP - pending security clearance
HOURS P/W
Full time – 35 hours:
Fixed term contract up to 31 July 2018 with a
possibility of extension or permanency
SECTION B: SCOPE OF THE ROLE
JOB PURPOSE
CPA UK works on behalf of both Houses of Parliament and the wider CPA to provide resources and
support for parliamentarians throughout the Commonwealth. It undertakes international parliamentary
outreach, delivering parliamentary strengthening and parliamentary diplomacy programmes, working
closely with Commonwealth parliamentarians to promote cooperation and understanding, encourage
good parliamentary practice and to advance parliamentary democracy. It liaises closely with the
Commonwealth Secretariat, the CPA HQ Secretariat, HMG, and other national and international
stakeholders.
CPA UK also runs major international parliamentary conferences, seminars and workshops in UK and
abroad, including its flagship Westminster Seminar project and annual themed conference. Such projects
are undertaken in partnership with other legislatures, HMG, Commonwealth organisations, UNDP, and
international NGOs and will focus on the role and responsibilities of parliamentarians on issues such as
accountability, climate change, combatting corruption, conflict resolution and peacebuilding, education,
equalities, gender, health, relationships with the media, scrutiny and transparency, and violence against
women and girls.
CPA UK plans and coordinates election observer missions (EOM) together with its partner, ERIS and
provides the Secretariat for the CPA British Islands & Mediterranean Region (BIMR)
CPA UK is headed by a Chief Executive who is Secretary of the CPA UK Branch and Regional Secretary CPA
BIMR. CPA UK is organised into three teams (cost centres) to plan and deliver its work:



Team 1 – headed by the Deputy Chief Executive (grade A2) responsible for strategic, business &
new pipeline development, marketing, communications & co-ordination, monitoring and
evaluation (M&E), assisted by a grade A2 accountant head of finance and administration (F&A)
Team 2 – headed by a grade A2 responsible for all international outreach work and the CPA UK
Fellowship Scheme
Team 3 – headed by a grade A2 responsible for all major conferences and similar projects
CPA UK is funded by the Houses of Parliament and leverages additional funding from government
departments, international organisations and NGOs.
The Projects and Programmes Manager sits within the Conferences and Projects Team (Team 3) and will
be responsible for running major international parliamentary conferences, seminars and workshops in UK
and abroad. The successful applicant first major project will be to organise the CPA UK flagship
Westminster Seminar and annual themed conference to held in November 2017.
KEY INTERNAL RELATIONSHIPS – including

Directorates, Committees, Clerks, Overseas Offices, All Party Parliamentary Groups, British
Group of the Inter-Parliamentary Union, and organisations in both Houses of Parliament

Members of both Houses and their staff
KEY EXTERNAL RELATIONSHIPS – including
 No 10 Downing Street

CPA HQ Secretariat & IPU
 Cabinet Office

Westminster Foundation for Democracy
 Government Departments – FCO, DFID

International organisations
 Commonwealth Secretariat

IISS
 Diplomatic Posts in UK and elsewhere

Chatham House, RIIA
 NAO

VSO, IIED and other NGOs
 UNDP, UN Women and other UN agencies

Suppliers and contractors
MANAGEMENT RESPONSIBILITIY
As delegated by Head and Deputy Head of Conferences and Projects, grade D staff and temporary staff,
including:


Line-management
Input to annual assessment and evaluation
ADDITIONAL INFORMATION REGARDING THE POST
LOCATION
The post is in the CPA UK offices on the Parliamentary
Estate. Mobile and flexible working arrangements are also
sometimes required.
HOURS
The standard working week is 35 hours with one hour unpaid
for lunch. Job Share or flexible working may be possible.
Some evening, weekend and occasional public holiday
working will be required in support of CPA UK programmes.
Annual leave – 35 days per financial year of which 5 days are
to be taken over Christmas and 2 days at Easter.
.
FOR FURTHER INFORMATION
Visit www.uk-cpa.org
TO APPLY
Please send a CV and covering letter addressing the person
specification in Section E to:
Jane Ajao
HR Manager
CPA UK
Westminster Hall
Houses of Parliament
London
SW1A 0AA
[email protected]
SECTION C: JOB SPECIFICATION
DESCRIPTION OF DUTIES
Strategic Planning and Programme / Project Management

Contribute to the preparation, management and delivery of an annual work-plan for the
Conferences and Projects Team in Westminster and on occasions internationally

Work under direction to plan, manage and deliver major international parliamentary conferences
and projects

Assist and contribute to the management and production of core project outputs including events,
print materials, social media, media etc, being responsible for the direct management of relevant
project strands

Assist in the preparation and management of project budgets and take direct budget responsibility
for some budget lines

Contribute to the risk management of projects and programmes

Be prepared to take on particular aspects of the coordination of the work of contractors and
suppliers as necessary

Use appropriate project management methods to ensure the timely delivery of delegated project
work within budget

Understand how team work and international project activities align with CPA UK’s strategy and
annual business plan
Partnerships and Stakeholder Management

As directed, contribute to existing relationships and help develop new partnerships with linked
organisations whose objectives align with and can add value to Team 3’s work within CPA UK’s
strategy and annual business plan

Contribute to the maintenance of relationships within and without CPA UK and assist in ensuring
that partners are working with each other and others to deliver the relevant international
parliamentary project

Contribute to the maintenance of positive and productive relationships with all stakeholders
within and without Parliament to support the objectives of the international parliamentary
project.

Work with Members from both Houses and relevant Commonwealth legislatures to ensure all
conferences and projects meet their needs and expectations
Programme Development

Support Team 3 and other CPA UK colleagues in CPA UK, stakeholders within and without
Parliament to create innovative and ambitious programmes, being prepared to take part in
scoping recces as directed

When applicable, work with the project manager to ensure that there is an innovative and
ambitious legacy from the international parliamentary project

Understand CPA UK’s strategy to leverage funding, work closely within Team 3 and appropriate
partners outside Parliament to leverage funding for programmes and other activities
Communications

Be the first point of contact for his/her project team

Work with Team 3 colleagues to ensure that team work-plans, outputs and associated details are
kept up to date on the CPA UK website and other information outlets

Provide regular updates to CPA UK team members and to other involved partners/ stakeholders
as required

As directed, work with the communications team to ensure projects and conference work is
covered within CPA UK’s media strategy and as directed, work to establish and implement a
marketing and media strategy, including an integrated social media strategy for the
international parliamentary project
Governance

Contribute to Team 3 meetings and when project team meetings

Report to Team 3 leaders

If so directed, provide progress reports at the weekly CPA UK team meetings and when
applicable to any steering committees

When responsible, maintain clear controls and reporting of budget within CPA UK’s existing rules

When responsible, operate effective forecasting and financial planning
SECTION D: LEVELS OF CORE COMPETENCIES REQUIRED
OUTLINE DESCRIPTION
Core Competence
Headline of level required / expected
Core Competence 1 – Delivering Results for CPA UK.
3. Uses knowledge of Parliament and
Understands
mission,
CPA UK to deliver a better service;
objectives and priorities of CPA UK; is able to translate these
understands CPA UK priorities and can
into identifiable actions and positive results.
translate them into workable objectives
and
works
towards
the
vision,
for teams and individuals.
Core
Competence
2
–
Leadership
and
Management
3.
Leads
by
example;
actively
(Assessed regardless of an individual’s management
encourages and supports team members
responsibilities).
and colleagues to develop leadership and
By
personal
example
actively
demonstrates leadership; motivating and empowering others
management skills.
to achieve CPA UK’s objectives; contributes to / plans her /
his team’s work in ways which make the best use of an
individual’s skills; assesses the work of teams and individuals
in line with CPA UK HR policies; actively encourages and
supports the development of colleagues to improve group,
team and personal performance.
Core Competence 3 – Providing a Stakeholder Focus
3. Develops a good understanding and
(Stakeholders are those with whom CPA UK does business;
anticipates the needs of stakeholders;
within and without Parliament, within and without UK).
sets high standards for CPA UK delivery.
Focuses on the needs and satisfaction of stakeholders;
delivers a high quality service that is tailored to meet their
needs and expectations.
Core Competence 4 – Continuous Improvement. Continually
3. Looks outside own team to improve
seeks ways to increase her / his effectiveness and efficiency;
effectiveness
proactively finds ways to improve work processes and
responsibility and ownership for team
products, methods and systems; recognises, adapts and
actions;
responds to the need for change; uses her / his initiative.
colleagues with change.
Core Competence 5 – Working with People. Builds strong
3. Builds collaborative relationships with
collaborative working relationships to achieve common goals;
others outside own team to achieve
involves and supports others; shares information and best
common goals; works effectively at all
practice.
levels.
Core
Competence
6
–
Communicating
Clearly.
and
efficiency;
promotes
and
takes
engages
3. Explains complex issues, making them
Communicates ideas and information effectively, orally and
easy
to
in writing; uses language and a style of communication that
important
understand;
messages
makes
are
sure
being
is appropriate to the situation and audience; makes sure key
communicated and understood.
messages are communicated and understood.
Core Competence 7 – Influencing & Negotiating.
Makes a
strong positive impression on others; gains clear agreement
3. Uses a range of persuasive techniques
and behaviours to influence others.
and commitment from others by effective persuasion,
influencing and negotiation.
Core Competence 8 – Planning and Organisation. Plans
3. Plans
and organises
complex
ahead and works in a systematic and organised way, making
multiple activities, maximising the use of
sure resources are used efficiently and effectively to achieve
resources available in a cost efficient
goals and objectives.
way.
Core Competence 9 – Analysing and decision-making.
3. Gathers information from a range of
Analyses verbal, written and numerical data and all other
sources; probes for further information;
sources of information to identify problems and issues;
identifies risks and considers alternative
makes effective decisions.
options to make good decisions.
Core Competence 10 – Technical skills and knowledge.
Advanced.
Possesses the required level of knowledge and skills to do the
 Applies
advanced
or
functional
job; shares expertise with others to increase their knowledge
knowledge to do the job at a high
and ability.
level of achievement
 Consistently
shares
expertise
with
others, teaching skills and explaining
concepts
SECTION E: PERSON SPECIFICATION
QUALIFICATIONS
Essential

A university degree in a relevant subject (or equivalent professional qualification) with experience
of strategic project and programme activities OR significant experience of strategic project and
programme activities in a similar environment.
Desirable

A PRINCE2 (or equivalent) project management qualification

Working knowledge of content management systems and desktop publishing software e.g. InDesign
x
Interview
Applicati
Experience of working on programmes and projects in the private, public, or NGO sector
on
SKILLS AND EXPERIENCE
x
Initiative and creativity in reaching and enthusing new and existing stakeholders
x
x
A track record of involvement in concurrent project and / or programme management
x
x
x
x
Experience of management in a small team
x
x
Ability to be flexible, respond positively to change, work effectively under pressure, deal
x
x
x
x
x
x
x
x
within a multiple stakeholder environment, with a focus on delivery
Experience of collaboration with internal and / or external stakeholders including conflict
resolution
with conflicting priorities, and to cooperate effectively with colleagues within and without
Parliament
Good communications skills with experience of contributing to quality written materials
for publication and internal and external circulation and a demonstrated ability to
establish relationships and to communicate effectively with people from a wide variety of
backgrounds
An ability to work diplomatically and impartially in multi-cultural and international
parliamentary environments
A good understanding of the Commonwealth, the Westminster parliamentary and political
system and current international governance issues