Clerk II Registry



Closing Date: March 6, 2023

Type of Vacancy:

Details of the Post

Applications are invited from interested and suitably qualified nationals of Caribbean Community (CARICOM) Member States and Associate Members of the Caribbean Community to fill the above mentioned position in the Caribbean Community Secretariat, with assigned duty station in Guyana.

2.         FUNCTIONS OF THE POST

Under the supervision of the Administrative Assistant, Registry, the incumbent is responsible for the following: –

  • Sorting and receiving external mail (hard copy or electronic), and registering in the relevant Information Management Databases;
    • Scanning hard copy mail;
    • Routing mail electronically viz., incoming faxes, letters and other correspondence;
    • Creating and maintaining records or correspondence electronically in relevant Programme/Sub-programme folders;
    • Creating files within existing Classification System;
    • Bringing up files for action by technical officers;
    • Ensuring that File Tracking Systems are developed and maintained;
    • Sorting, classifying and interfiling correspondence; 
    • Opening and closing files and volumes as necessary;
    • Conducting research in order to provide the requested information;
    • Filling requests for staff;
    • Maintaining accurate records of file movements;
    • Conducting Records Inventory to set retention and disposition schedules;
    • Assisting with the clearing of inactive files from the Registry Collates Statistical Data and assisting with the preparation of reports; and
    • Performing other duties as required.

3.         QUALIFICATIONS AND EXPERIENCE

The position requires five (5) CXC subjects including English and Mathematics; plus at least four (4) years of relevant and equivalent level experience working in one of the following institutions:

  • Registry/Library/Document Centre/Archive of International Organisation, Government Ministry or Department.

Training/Certificate in Records and Information Management Systems would be an asset.

The candidate should possess specialized training and good working knowledge in:

  • Microsoft Office applications (MS Word, Excel, Access etc.) and knowledge of database packages
  • Document Management
  • Excellent verbal and written communication skills

4.         DUTIES AND RESPONSIBILITIES

4.1           INPUTS Metadata for correspondence in Correspondence Database;

4.2           ROUTES electronic mail and faxes via specific channels to Programme areas;

4.3           ALERTS programme staff about incoming correspondence which may require urgent attention;

4.4           UPLOADS electronic mail to relevant programme folders;

4.5           SCANS hard copy mail including faxes;

4.6           INFORMS relevant parties of matters for action by technical officers at stated timeframe;

4.7           CLASSIFIES correspondence according to schema in Registry Master File Index;

4.8           RECEIVES and FILES all correspondence pertaining to a matter in the electronic folder and/or in hard copy files;

4.9           CHECKS hard copy filing for accuracy and submits to Administrative Assistant for vetting weekly;

4.10         STORES/ARRANGES files in their assigned location in cabinets/on shelves;

4.11         OPENS and CLOSES files/ volumes according to specifications;

4.12         REPAIRS damaged file folders and correspondence;

4.13         CONDUCTS searches for missing or misplaced files as required;

4.14         LOANS files on request;

4.15         UPDATES and Maintains accurate register on file movements; and

4.16         COLLATES Statistical Data.

In addition to the Activities outlined above, the incumbent is expected to perform other related duties as assigned.

5.         EMOLUMENTS AND BENEFITS

This is a J7 post. The salary range for this position is EC$3,174.00 to EC$3,474.00 per month.

6.         RECRUITMENT AND APPOINTMENT

Appointment will be on the permanent establishment or on secondment from a Public Service or a statutory body of a Member State or approved regional organisation. It will be subject to such regulations, rules, orders and instructions as exist and as may be introduced from time to time in respect of service with the Secretariat. This position does not enjoy transfer to or repatriation from Guyana.

7.         LEAVE

The officer will be eligible for the grant of vacation leave at the rate of fifteen (15) working days a year and a leave grant after every twelve (12) months of service in respect of the officer, spouse and up to two (2) dependent children.

8.         GROUP HEALTH AND LIFE AND ACCIDENT INSURANCE

Subject to your acceptance by the Secretariat’s insurance carrier, Sagicor Life Inc., the officer will be required to participate in the Secretariat’s group health and group life and accident insurance schemes. With respect to the health scheme, the officer will contribute twenty-five per cent (25%) of the premium. The life and accident insurance scheme is non-contributory.

9.         SUPERANNUATION

An Officer appointed to this post will be required to participate in the Secretariat’s Defined Contribution Pension Plan and contribute 7 per cent of basic salary per month, while the Secretariat will contribute 13 percent of the Officer’s basic salary to the pension plan. Where the appointment is on secondment, the Secretariat will pay to the Officer’s substantive employer, over the period of secondment, a contribution not exceeding twenty-five per cent (25%) of the pensionable salary normally payable to the Officer by that employer so as to maintain the pensionable status of the Officer in the substantive employment.

10.       APPLICATIONS

Interested candidates must create a job profile and apply for the position via the CARICOM Secretariat’s Employment Portal. The link can be accessed at – https://caricom.org/opportunities_category/caricom-secretariat-vacancies/.

11.       The deadline for the submission of applications is 6 March 2023.

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