ADMINISTRATIVE ASSISTANT
ABOUT THE OECS
The Organisation of Eastern Caribbean States (OECS) is an inter-governmental organisation dedicated to economic harmonisation and integration, protection of human and legal rights, and the encouragement of good governance among independent and non-independent countries in the Eastern Caribbean. Under the Treaty of Basseterre (RTB, 1981) and now The Revised RTB (2010), Member States agree to cooperate with each other and promote unity and solidarity, including participation by Protocol Members in an Economic Union. Read More...
JOB SUMMARY
The Administrative Officer is responsible for providing comprehensive administrative, technical and analytical support to enable the efficient operations within the Human and Social Cluster (HSC) and is assigned to the new education programme within the Education Development Unit (EDMU). The Administrative Assistant reports to the Programme Director -Education.
KEY DUTIES
- Efficiently coordinate the day-to-day operational activities, including but not limited to managing team events, correspondence, appointments,
- Preparing and revise meeting documents/reports, summary notes, decisions etc.
- Develop and maintain electronic systems and databases to efficiently manage the projects/unitโs records.
- Provide support to the initiatives of the new education programme implementation and the wider Education Management Development Unit (EDMU) to ensure that objectives are delivered in a timely manner.
- Conduct research and present findings to support decisions/actions in his/her area of work.
- Applies judgment using analytical thought to solve complex issues to drive the work of the project/unit
- Develops creative solutions based on analysis and sound judgment to drive the project forward
- Ensure efficient records management in line with the organisationโs Information Management Policy and division/unit requirements, including relevant confidential records.
- Coordinate all travel and accommodation arrangements for travelling officers
- Coordinate all administrative and logistical arrangements for all meeting/workshops/conferences
- Explore workable solutions to manage competing priorities in an efficient and timely manner
- Process payment request and ensure completeness and accuracy of supporting documents
- Apply project management skills to efficiently manage multiple events.
- Develop and maintain relationships with internal and external stakeholders to meet the needs of the EDMU and HS Division
- Collaborate with the Finance and Asset Management Units, to ensure that a registry of the Unitโs assets is updated and insurance coverage is managed in a timely manner
- Perform routine functions such as preparation and dissemination of meeting minutes/action notes, facilitate courier services, photocopying, scanning and other related functions
- Maintain an inventory of office supplies and equipment, and procure when necessary
- Assist in procurement processes by preparing requisitions and checking their completeness and authorization
- Disseminates documents, newsletters, brochures, press releases and other public awareness materials associated with the promotion the project
- Contribute towards the advocacy and communication on the work of the ELP/ EDMU/HS Division
- Partner with the Portfolio Management Office (PMO) to lead the successful delivery of education programmes and projects.
- Undertake any other duties as assigned by the Programme Director-Education, Director Human and Social Division
EXPERIENCE AND KNOWLEDGE
- At least four (4) years administrative experience in a related field
- An Associate Degree, Diploma in Business Administration or its equivalent
- Expert knowledge of office operations and use of office software including Microsoft Suite of programmes, Microsoft Project, MS Excel, Word and databases
- Strong organizational, analytical and problem-solving skills
- Strong interpersonal skills
- Basic project management skills
- Outstanding oral and written communications skills
- Ability to follow instructions and manage time effectively
CORE COMPETENCIES
- Drive with Purpose and Vision
- Create an Environment of Trust
- Build Effective Teams
- Ensure Accountability
- Demonstrate Decision Quality
- Communicate Effectively
TERMS OF APPOINTMENT
JOB LOCATION
The OECS Commission is headquartered in Castries, Saint Lucia. The position of Administrative Assistant is stationed at the OECS Commission headquarters.
All nationals of the OECS Member States: Antigua and Barbuda, Commonwealth of Dominica, Grenada, Montserrat, Saint Kitts and Nevis, Saint Lucia, Saint Vincent and the Grenadines, Anguilla, The British Virgin Islands, Martinique, and Guadeloupe are encouraged to apply.
BENEFITS
The position is on a fixed-term establishment. Salary will be commensurate with qualifications and experience, and exempt from income taxes.
The deadline for all submissions is Wednesday 31st May 2022.
Only applications under consideration will be acknowledged.