EXECUTIVE SECRETARY TO THE ASSISTANT SECRETARY-GENERAL CARICOM SINGLE MARKET AND TRADE (CSMT)



Closing Date: April 6, 2023

Type of Vacancy: /

Details of the Post

Applications are invited from suitably qualified members of staff to fill the above mentioned position in the Secretariat, with assigned duty station in Barbados.

2.         FUNCTIONS OF THE POST

Reporting directly to the Assistant Secretary-General (ASG), CSMT the Executive Secretary works collaboratively to provide highly confidential administrative support to the Assistant Secretary-General in a complex, fast-paced environment.  The incumbent regularly interacts with Regional Institutions, Ambassadors and other Diplomatic Officials and must apply appropriate protocol in his/her interactions. The incumbent will frequently liaise with Executives, Senior Managers and members of the respective Directorates. The incumbent must be approachable, professional, proactive, detail-oriented, calm under pressure and will be required to:

  1. Provide effective confidential secretarial and administrative support to the Assistant Secretary-General by managing an active calendar of appointments, composing and preparing correspondence, compiling documents for meetings, and maintaining confidential files; and
  1. Provide effective protocol support to the Assistant Secretary-General by greeting guests, arranging detailed travel plans and itineraries with appropriate protocol and maintaining contact information.

3.         QUALIFICATIONS AND EXPERIENCE

Candidates should possess the following:

  1. Five (5) GCE O Levels / CXC subjects at Grades I and II including English Language and Mathematics.
  2. An Associate Degree in Business Administration, Secretarial Studies, International Relations or related field.
  3. Specialised training and good working knowledge in:
  4. Office Procedures
  5. Protocol Standards and Procedures
  6. Customer Service
  7. Advanced Microsoft Office Suite of Applications (Word, Excel, PowerPoint, Outlook, and Access)
  8. 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.

Minimum experience required

This position requires at least five (5) years relevant and equivalent level 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.

4.         DUTIES AND RESPONSIBILITIES

Key Result 1: Provides effective confidential secretarial and administrative support to the Assistant Secretary-General

Activities

  1. and MANAGES an active calendar of appointments, ensuring appropriate time to transition between appointments;
  2. preparation and COMPILES relevant documentation, including agendas, background information, meeting summaries and/or supporting documents to assist the Assistant Secretary-General in his/her preparation for scheduled appointments, meetings and speaking engagements.;
  3. meetings with staff; DISSEMINATES agendas and supporting documentation, ARRANGES meeting room logistics, SOLVES simple IT issues, SEEKS further assistance where necessary;
  4. and ANALYSES incoming correspondence, including sensitive or confidential requests, and HANDLES them appropriately;
  5. and PRIORITISES documentation submitted for the Assistant Secretary-General’s review and approval;
  6. , MAINTAINS, STORES and DISPOSES of, as necessary, executive, sensitive or confidential files, and ENSURES sensitive files are disposed of appropriately; and
  7. other duties as required including typing, fact checking, proof reading and creating complex documents and presentations.

Key Result 2:   Provides effective protocol support to the Assistant Secretary-General

Activities:

2.1       SCREENS incoming calls and voice messages as necessary, TAKES accurate messages and promptly RELAYS them; ARRANGES telephone and conference calls as requested;

2.2       GREETS visitors to the Assistant Secretary-General; ensures appropriate protocol arrangements are put in place for persons meeting with the Assistant Secretary-General;

2.3       ENSURES draft Remarks and briefing documents are received in a timely manner for designated engagements;

2.4       COMMUNICATES both verbally and in writing, directly and on behalf of the Assistant Secretary-General, with internal and external stakeholders;

2.5       COORDINATES travel arrangements by ensuring that detailed travel plans and itineraries are organised for the Assistant Secretary-General and others as determined by the Assistant Secretary-General.

2.6       GENERATES Monthly Travel and Leave Schedules of senior members of the Directorate for ASG’s information;

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

5.         EMOLUMENTS AND BENEFITS

This is a J9 post. The salary range for this position is EC$3,917.00 to EC$4,551.00 per month

6.         RECRUITMENT AND APPOINTMENT

Appointment will be to the permanent establishment. 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.

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.

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 April 2023.

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