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Senior Administrative Officer, Office of the Director General (ODG)
Job SummaryThe Senior Administrative Officer is expected to provide support to the Office of the Director General (ODG)
The Senior Administrative Officer is expected to provide support to the ODG through the efficient implementation of the following administrative duties:-
- In collaboration with Divisional leaders coordinate annual schedule of meetings of the organs.
- Ensure familiarisation with the Rules of Procedures for each Organ.
- Coordinate and manage meetings of the OECS Authority and Commissions.
- In collaboration with divisional administrative support staff facilitate convening of meetings of other OECS Organs.
- Provide support for the Commission in preparation of the Agenda and co-ordination of the preparation of documentation for meetings of the Authority.
- Liaise with host member states in relation to logistical and protocol arrangements for meetings of the Authority and Commission.
- Partner with Information Officer to ensure records, in particular decisions, of meetings are digitised and archived in line with The Commissions Information Management policy.
- In partnership with the Director General and OECS Leadership Team manage the flow of information between the Commission and other Organs, Member States and third parties as required.
- Manage the flow of information between Commissioners and staff of the Commission; thereby facilitating structured interface between Commissioners and the other entities of the Organisation.
- Work with relevant staff of the Commission to ensure follow-up actions on decisions, recommendations and directives approved at meetings of OECS Organs are completed and communicated accordingly.
- Act as the main rapporteur for OECS Authority and Commissioners Meeting engaging additional internal rapporteur support when required.
- Carry out such other related duties as may be assigned by the Director General.
The candidate must have the following skills/qualifications:
- Bachelors in Business Administration or related field.
- Academic and practical training and experience in office administration.
- Demonstrated competence in Word Processing (preferably Microsoft Word, Excel, Publisher and Power Point),
- Demonstrated and sound competence in organising national and regional meetings/workshops, facilitating travel, board and lodging requirements.
- A minimum of five (5) years experience in administration.
- Experience working at the regional level or in a foreign service environment will be an asset.
- Project Management will be an asset.
- Proven written & speaking knowledge in French will be an asset.
- Excellent oral and written communication skills in English.
- Ability to work as a member of a multi-disciplinary and multi-cultural team.
- Ability to take initiative and to work with minimum supervision.
- Ability to efficiently maintain office operations.
The candidate must have the following role specific competencies:
- Analysis & Reporting
- Conflict Resolution
- Consultation & Facilitation