EXECUTIVE SECRETARY I OFFICE OF THE DEPUTY SECRETARY-GENERAL

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Closing Date: April 25, 2021

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 abovementioned position in the Caribbean Community Secretariat with assigned duty station in Guyana.

2.            FUNCTIONS OF THE POST

The Secretariat is utilising matrix reporting to strengthen accountability and to increase development opportunities.  The Executive Secretary I position reports directly to the Deputy Secretary-General (DSG) but administratively to the Administrative Officer, ODSG.

The role is required to provide highly confidential administrative support to the DSG. This includes diary management, scheduling meetings, drafting correspondence, preparing complex documents as well as document and record management in a complex, fast-paced environment. The incumbent will regularly interact with Executives, Senior Managers, Heads of regional Institutions, Ambassadors and other Diplomatic Officials and must apply the appropriate protocol.

The incumbent must be friendly, professional, proactive, detail oriented and must remain calm under pressure. Specific key result areas for this post are as follows:

  1. Provide effective confidential secretarial and administrative support to the Deputy            Secretary-General; and
  2. Provide effective protocol support to the Deputy Secretary-General.

3.            QUALIFICATIONS AND EXPERIENCE

Candidates should five (5) GCE ‘O’ Levels/CXC grades I and II including English Language and Mathematics plus an Associate Degree in Business, Management, Political Science, International Relations or related field. This position requires at least five (5) years relevant experience in a similar environment. Ideally, the incumbent should gain his/her experience from one or a combination of the following:

  • Providing secretarial, clerical or administrative support at the Executive level.
  • Working in a fast-paced environment such as an international institution, governmental or a large private sector organisation.
  • Demonstrating the ability to manage sensitive and confidential information.

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

  • Office Procedures.
  • Protocol Standards and Procedures.
  • Customer Service.
  • Advanced Microsoft Office Suite of Applications (Word, Excel, PowerPoint, Outlook, Access).
  • Use of technology including mobile devices.

The incumbent must also possess:

  • Strong organisational skills that reflect the ability to perform and prioritise multiple tasks seamlessly with excellent attention to detail.
  • The ability to work independently and with professional discretion and to exercise judgement in answering questions and releasing information.
  • Strong interpersonal skills and ability to build relationships at all levels;
  • Excellent time-management and problem-solving skills; and
  • Highly confidential.

4.            DUTIES AND RESPONSIBILITIES

Under the direction of the Deputy Secretary-General the Executive Secretary I will be required to:

Key Result 1: Provide effective confidential secretarial and administrative support to the Deputy Secretary-General.

Activities

  1. PERFORM clerical duties as required including typing, research, fact checking, proof reading, creating complex documents and presentations;
  2. PREPARE and MANAGE an extremely active calendar of appointments including business, civic and personal commitments, ensuring appropriate time to transition between appointments;
  3. In partnership with the Administrative Officer, ODSG, ACT as an efficient ‘gatekeeper’, PRIORITISE meeting requests, ensuring the DSG’s schedule is followed and respected;
  4. ASSIST the Administrative Officer by providing the DSG with background information, meeting summaries and/or supporting documents in preparation for scheduled appointments, meetings and speaking engagements;
  5. READ and ANALYSE incoming correspondence, including sensitive or confidential requests, ROUTE them appropriately and/or COMPOSE draft detailed responses utilising approved templates and standards;
  6. ASSIST in the preparation of complex reports and documents, collating information and formatting in accordance with the appropriate standard;
  7. In partnership with the Administrative Officer, ODSG, ORGANISE and PRIORITISE documentation submitted for the Deputy Secretary-General’s review and approval. CHECK for completeness and FOLLOWS-UP to ensure that procedures are followed; and
  8. CREATE, MAINTAIN, STORE and DISPOSE of, as necessary, executive, sensitive or confidential files, and ENSURE sensitive files are disposed of appropriately.

Key Result 2:   Provide effective support for meeting coordination and administration.

Activities:

  • SCHEDULE meetings with internal or external participants and FOLLOW-UP to obtain confirmations. PREPARE and DISSEMINATE agendas and supporting documentation;
    • COORDINATE and, OVERSEE virtual or physical meeting room logistics, SET UP and MANAGE waiting rooms as required and RESOLVE simple IT issues, SEEK further assistance where necessary;
    • LIAISE with department heads, external vendors, or host countries to select appropriate venues and ENSURE appropriate set up for meetings or consultations. PREPARE draft budgets as necessary; and
    • LIAISE with internal departments such as Finance, Admin Services, Procurement and IIS as required.

Key Result 3:   Provide effective protocol support to the Deputy Secretary-General.

Activities:

3.1          SCREEN incoming calls and voice messages as necessary, TAKE accurate messages and promptly RELAY them; ARRANGE telephone and conference calls as requested;

3.2          GREET visitors to the Deputy Secretary-General; ENSURE appropriate protocol arrangements are put in place for persons meeting with the Deputy Secretary-General;

3.3          ENSURE draft remarks and briefing documents are received in a timely manner for accreditation ceremonies;

3.4          COMMUNICATE both verbally and in writing, directly and on behalf of the Deputy      Secretary-General, with internal and external stakeholders;

3.5          COORDINATE travel arrangements by ensuring that complex and detailed travel plans, and itineraries are organised for the Deputy Secretary-General and others as determined by the Deputy Secretary-General;

3.6          PREPARE travel expense reports and COLLATE receipts in accordance with agreed procedures; and

3.7          GENERATE monthly travel and leave schedules of senior members of ODSG, for DSG’s information.

In addition to the Results and Activities outlined above, the incumbent is expected to perform any other relevant duties in keeping with job functions as requested by the Administrative Officer.

5.            EMOLUMENTS AND BENEFITS

An attractive remuneration package will be offered.

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 months of service in respect of the officer, spouse and up to two 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 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 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 25 April 2021.

Notice expires at 11:59pm on Sunday April 25th, 2021

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