Closing Date: December 14, 2022
Type of Vacancy: CARICOM Secretariat Vacancies
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
Under the direction of the Project Coordinator, RCCI, the Project Officer will be required to provide administrative and project related support to the Review of Caribbean Community Institutions Project (RCCI).
3. QUALIFICATIONS AND EXPERIENCE
A Bachelor’s Degree in Public Administration, Business Administration, Project Management, or a related field, plus at least five (5) years of relevant and equivalent level experience gained from working in one or more of the following:
- An International or regional organisation
- National Government or Statutory Body
- Private Sector
The incumbent should also possess specialised training and good working knowledge in:
- Project Management
- Microsoft Project, Adobe PDF, Microsoft Office Suite
- Knowledge of the Community
4. DUTIES AND RESPONSIBILITIES
Key Result Area 1: General Administration and Protocol
- SETS UP and MAINTAINS physical and online records and file storage for documents, contacts, etc.;
- DRAFTS correspondence and budgets (e.g., travel) when necessary;
- FORMATS documents in accordance with standards, FACT CHECKS and PROOFREADS documents for the department;
- MAKES complex travel and accommodation arrangements as necessary;
- PERFORMS administrative tasks to support the Project Coordinator; and
- ENSURES payments to the consultant are made according to the contractual terms and all necessary documentation is received.
Key Result Area 2: Meeting Coordination and Reporting
- ASSISTS the Project Coordinator with the planning and coordination of the Project Steering Committee (PSC) Meetings approximately one per month, by; managing meeting diary, liaising with PSC to confirm dates and their availability and that of other stakeholders, arranging meeting platforms and sending out links, timely circulation of meeting documents and confirmation of attendance 24 hours prior to the meeting;
- PREPARES agenda as required.
- PREPARES summary of decisions taken in meetings when required.
- ATTENDS meetings, TAKES notes, PREPARES minutes and PREPARES action items lists.
Key Result Area 3: Support to Consultant / RCCI Project
- CONDUCTS fact finding and research as required (e.g., interviews, searches Community decisions, journals, papers and minutes) and COMPILES data;
- PREPARES draft reports, presentations, summaries, and briefs;
- MAINTAINS records of projects budget and spending and liaises with Finance to complete reconciliations and to effect payments/spending;
- UNDERTAKES such travel as may be necessary;
- PREPARES and UPDATES regularly, in coordination with the Project Coordinator, a monthly detailed work schedule based on the agreed approach in the Consultant’s inception report to ensure timeliness of delivery of project outcomes;
- TRACKS the progress of the Consultant against the timelines and milestones based on the agreed approach and provide timely and on-going reporting to the Project Coordinator;
- ASSISTS the Consultant with the planning and coordination of stakeholder meetings in member states by providing contact information for stakeholders and following up on attendance lists, the frequency and nature of these meetings will be determined by the Consultant;
- COMPILES data, FACT CHECKS and PROVIDES summaries, reports or charts in Word, EXCEL and Power Point;
- MAINTAINS the running brief of the RCCI project for use by the CARICOM Secretariat (CCS);
- DRAFTS project updates to update internal departments like Executive Management Committee (EMC), Senior Management Committee (SMC) and Partnerships and Project Support Department (PPSD); and
- LIAISES and COMMUNICATES weekly with the Consultant to identify support needed from CCS.
Key Result Area 4: Project Reporting
- COORDINATES timely financial and project reporting;
- DRAFTS reports as required by the donor for finalization by the Project Coordinator to ensure compliance with contractual reporting requirements and maintaining a schedule of when they are required; and
- COORDINATES with the consultant to ensure that reports are submitted within the contractually stipulated timeframe.
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 S1 post. The salary range for this position is EC$5,719.00 to EC$7,271.00 per month.
6. 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.
7. RECRUITMENT AND APPOINTMENT
Appointment may be on contract or on secondment from a Public Service or a statutory body of a Member State or approved regional organisation for a period of one (1) year. 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
- the cost of packing and crating personal and household effects.
The Officer will be eligible for the grant of vacation leave at the rate of twenty (20) working days for the duration of the contract and a leave grant after every twelve (12) months of service in respect of the Officer, spouse and up to two dependent children.
9. 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.
10. 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.
An officer on contract shall, subject to his/her services being satisfactory and having completed at least six (6) months of the contractual term of employment be eligible for the payment of a gratuity. The gratuity shall be at the rate of twenty per cent of the officer’s basic salary, calculated for each day of completed service and shall be payable at the end of the officer’s contractual period (including for this purpose any period of extension or approved leave). 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
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/ .
13. The deadline for the submission of applications is 14 December 2022.
Notice expires at 11:59pm on Wednesday December 14th, 2022