Manager – Conference Services



Closing Date:

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

The Manager, Conference Services will be responsible for:

  • Directing and coordinating the activities within the Conference Management
    Sub-Programme to ensure that the Secretariat delivers efficient and effective conference support at meetings.
  • Arranging meeting venues and related facilities and support services; ensuring efficient and effective rapporteur and other conference management support services are provided at meetings of the Community; editing, formatting, reproduction and dissemination of documentation for and from the meetings; and overseeing the provision of interpretation and translation services, as may be required.  
  • Ensuring the coordination of the process of declassification of Community documents.
  • The preparation of the Work Programme, Budget, and Risk Control Self-Assessment of the Unit.

3.         QUALIFICATIONS AND EXPERIENCE

Candidates must possess a Masters’ Degree in,International Relations, Public Administration, Management, Languages or related area, plus at least eight (8) years of relevant and equivalent level experience working in one of the following institutions:

  • An international or regional organisation/institution.
  • A public sector organisation.
  • A private sector organisation.

Specialised training and good working knowledge in:

  • Conference management/event/logistics planning
  • Diplomacy and protocol
  • A foreign language relevant to the Community
  • Computer applications for document production, basic data processing, analysis, and communication

4.         DUTIES AND RESPONSIBILITIES

Key Result 1: Meetings are organised and managed in accordance with Secretariat guidelines

Activities

1.1         COORDINATES the preparation of and DISTRIBUTES internally, up-to-date manuals/guidelines for the organisation and management of meetings;

1.2         ARRANGES preparation and publication of the calendar of approved meetings on the Secretariat’s website and e-scheduler, and ENSURES the calendar is regularly updated;

1.3         MAKES arrangements for venues, the provision of language services as may be necessary, rapporteurs, conference assistance services, equipment, and supplies required for Conferences/Meetings;

1.4         TRAINS personnel for servicing meetings, as necessary;

1.5         ENSURES that the necessary protocols (including flag protocols) are observed at all meetings of the Community;

1.6         EDITS meeting documentation;

1.7         COORDINATES in a timely manner with other Directorates/Units preparation, reproduction and dissemination of documentation/reports for meetings; and

1.8         ENSURES coordination of declassification of Community documents.

            Key Result 2:   Ensures that effective policies and systems are in operation to record, store, protect and retrieve information relating to conferences/meetings.

            Activities

2.1       DEVELOPS for approval and OVERSEES the implementation of a desk manual on policies and systems to record, store, protect and retrieve and disseminate information relating to conferences/meetings.

            Key Result 3:   Team Leadership resulting in improved work climate and service delivery.

            Activities

3.1       BUILDS sound teamwork within the Unit through trust, guidance and oversight provided to staff; and

3.2      PREPARES staff performance objectives and reports in consultation/discussions with relevant staff of the Unit, PROPOSES action, including remedial action, as necessary and submits reports to HRM.

Key Result 4:   Work Programme fully developed and pursued within timelines and budget.

            Activities

4.1    PREPARES the Conference Management Services Work Programme, Budget, and Risk Control Self-Assessment within the Secretariat’s framework; and

4.2    PREPARES quarterly data and reports on the work of the Conference Management Unit.

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

5.         EMOLUMENTS AND BENEFITS

This is an S4 post. The salary range for this position is EC$12,562.00 to EC$17,947.00 per month.

6.         EDUCATION GRANT

The Officer shall be eligible for the payment of an education grant in respect of children (including step-children and legally-adopted children) who require reasonable education facilities that are not available at the assigned duty station or whose education the Officer would not want to disrupt in relocating to take up this appointment.

The grant shall apply to children under the age of twenty-three (23) years and shall not exceed seventy-five per cent (75%) of the cost of tuition (including textbooks), room and board up to a maximum total of EC$16,200.00 per year per child for a maximum of two (2) children at any one time. The grant is payable for a maximum of five (5) years.

7.         SETTLEMENT GRANT

On assumption of duty in Guyana, the Officer shall be paid a settlement grant in respect of the staff member, his or her spouse and each eligible child or other approved dependent.  The number of dependents eligible for Settlement Grant shall not exceed six (6) persons.

8.         RECRUITMENT AND APPOINTMENT

Appointment may be on 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.

An Officer recruited from outside the assigned duty station, on first appointment, will be provided economy class air passages by the most direct route for the Officer, spouse and children (provided they are below the age of eighteen (18) years, unmarried and dependent on the Officer) and for such other dependents not exceeding two as may be approved by the    Secretary-General, provided that the number of children and other dependents does not exceed six (6) in all.

In addition to passages, the Officer will be granted the following transportation allowances:

(i)         ocean freight charges, including insurance, for shipping personal and household effects to Guyana, not exceeding 45.3 cubic meters, plus a motor car (if the Officer already owns one);

(ii)        the cost of transporting baggage, personal and household effects from the home of the Officer to the place of embarkation and from the port of disembarkation to the place of residence in Guyana; and

(iii)       the cost of packing and crating personal and household effects.

9.         LEAVE

The officer will be eligible for the grant of vacation leave at the rate of twenty (20) 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.

10.       PRIVILEGES AND IMMUNITIES

The officer will be granted the privileges and immunities extended to officials of the Caribbean Community in accordance with Article 8 of the Community’s Headquarters Agreement with the Government of Guyana.

11.       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, life and accident insurance schemes. With respect to the health insurance, the Officer will contribute fifty per cent (50%) of the premium.  The life and accident insurance scheme is non-contributory.

12.       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.

13.       APPLICATIONS

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

14.       The deadline for the submission of applications is 15 December 2023.

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