Administrative Assistant - Directorate Disaster Risk Reduction, Environment and the Caribbean Sea

Announcement of Vacancy: 

Suitably qualified citizens of the Member States and Associate Members of the Association of Caribbean States are invited to apply for the position of Administrative Assistant at the ACS Secretariat at its headquarters in Port of Spain, Trinidad and Tobago.

Reporting to: 
Director, Disaster Risk Reduction, Environment and the Caribbean Sea
Type of appointment: 
Full time
Duties and responsabilities: 
  1. Prepare letters, verbal notes, circular notes, emails, or any other documents, in two (2) official languages of the ACS - Spanish, English and French (where applicable) and follow up on correspondences sent;
  2. Render logistical assistance including the preparation and proof-reading of documents for all activities and meetings under the purview of the Directorate such as prepare invitations to all ACS countries, Stakeholders and Special Invited Guests; follow up and make calls to meeting participants; print dossiers for the Directorate and other participants as requested; assist with Meeting’s registration; prepare presentations as requested; prepare pre-meeting documents in accordance with established guidelines; prepare thank you notes for all participants; note-taking; prepare and circulate the reports of the Directorate’s official meetings such as draft Rapporteur’s report and Executive Summary in compliance with Agreements 13/10 and 9/17;
  3. Render logistical assistance including the preparation and proof-reading of documents for Special Committee meetings under the purview of other Directorates such as prepare invitations to all ACS countries, Stakeholders and Special Invited Guests; follow up and make calls to meeting participants; print dossiers for the Directorate and other participants as requested; assist with Meeting’s registration; prepare pre-meeting documents in accordance with established guidelines; prepare thank you notes for all participants; note-taking; prepare and circulate reports of the Directorate’s official meetings such as draft Rapporteur’s report and Executive Summary in compliance with Agreements 13/10 and 9/17;
  4. Provide courtesy translation of documents (approximately 2-3 pages);
  5. Manage and maintain physical and electronic records for the Directorate in accordance with established ACS policy, procedures and standards;
  6. Copy and forward all correspondence to the general archives of the Secretariat;
  7. Dispatch correspondences related to the official work of the Directorate via mail, courier, hand and/or email when requested and follow up as necessary;
  8. Manage email correspondences and follow up as necessary;
  9. Arrange official appointments and manage the official agenda of the Director in a timely, diplomatic and conscientious manner, providing  confirmations, regrets, and reminders to all concerned;
  10. Receive visitors and notify the Director or Advisor accordingly; offer/order refreshments from the person in charge of the service, or, prepare and serve the refreshments in the absence of the person in charge;
  11. Notify staff about official visitors to the Directorate and official missions undertaken by the Director and Advisor;
  12. Notify Human Resource personnel about absence of the Director at work (e.g. sick leave) and attendance of the Director and Advisor to external official meetings, conferences, workshops, seminars or events;
  13. Act as a Liaison with the Conference and Protocol Unit in coordinating the travel arrangements of the Director and Advisor;
  14. Update the Directorate’s listing of focal points of all ACS Countries;
  15. Prepare dossiers for the official missions of the Director and Advisor, coordinating with other Directorates, officials, related institutions and/or personnel as necessary;
  16. Prepare the Value Added Tax (VAT) and drinks request for the Director and Advisor, following up with the Board of Inland Revenue where necessary;
  17. Assist the Director with personal matters which he/she requests, within the parameters of the organisation in an official capacity;
  18. Represent the ACS at official meetings, events, workshops and conferences as designated;
  19. Assist with reception duties in order to relieve the Receptionist during scheduled breaks or in his /her absence from office;
  20. Request stationery from the Human Resource/Office Supervisor and distribute to the Directorate;
  21. Assist in the review and update of ACS Records Policies and Procedures.
Functions: 

Under the general guidance of the Director, the incumbent is responsible for providing secretarial and administrative support to facilitate the efficient operations of the Directorate as well as assist in the planning and management of meetings. 

Minimum qualifications: 
  • An Associate Degree OR Diploma in fields related to Management, Office Administration, Business Administration or other relevant areas.
  • Professional Certificate in Administrative (Professional) Secretaryship will be considered an asset;
  • Minimum of two (2) years’ experience in providing general administrative support;
  • Basic accounting experience will be considered an asset; and
  • Working in an international or regional organisation will be considered an asset.
Remuneration package: 

US$1,584.64 (tax exempted)

Documentation required: 

Candidates must present the following documents for consideration:

  1.  Full Curriculum vitae;
  2. University degree certificate;
  3. Language Proficiency certificates (not native tongue);
  4. Names of three (3) referees and contact information

Applicants must complete the Applicant Job Profile Summary Form included with the website vacancy.  Failure to complete the Applicant Job Profile Summary Form will result in automatic rejection of the application.  This form must be completed using either Adobe Acrobat or Adobe Acrobat Reader DC.  Do not attempt to complete this document using any web browser.

Notes: 

Applications must be addressed to:

 

Mr. Rodolfo Sabonge

Secretary General

Association of Caribbean States

5-7 Sweet Briar Road, St. Clair

P.O. Box 660, PORT OF SPAIN

Tel: 868-622-9575

Fax: 868-622-1653

 

And sent by email to: hrcontact@acs-aec.org

 

The details stated above outline the nature and level of the tasks normally assigned to this position.  It does not constitute an exhaustive list of these tasks.  Additional related duties may be assigned as necessary for the effective functioning of the Association.

 

Only electronic applications will be acknowledged.  All your submissions via email must not exceed 5MB in size.

 

Due to the high volume of applications received, only short-listed candidates will be contacted for an interview. These candidates will also receive notice of the final outcome of the selection process.

Level: 
Local Staff
Job Title: 
Administrative Assistant
Deadline for receiving applications: 
19 August 2022