Programme Assistant

KEY DUTIES

Ensure efficient implementation of the following duties:

Administrative

• Ensure the use of organisation-established rules, processes, and procedures to guide work. 
• Prepare and modify documents including correspondence, reports, drafts, memos and emails. 
• Provide support in scheduling and coordinating administrative and logistical arrangements for meetings, workshops, webinars, and the like, including support for preparation and distribution of concepts, agendas, minutes and action sheets. 
• Provide rapporteur support to meetings of the Division. 
• Make travel arrangements (including booking online tickets, hotel arrangements) for staff and conferences as required, including all relevant pre- and post-travel requirements and support.  
• Develop stable and productive working relationships with key internal & external stakeholders. 
• Manage the ODG’s inventories (stationery, office supplies and equipment), databases and rosters (leave, travel, meetings, contacts, focal points, and partners). 
• Receive documents from other Division/Units for the Director General’s signature, ensuring those are correct and all supporting documents are attached. 
• Manage ODG’s petty cash and inventories (stationery, office supplies and equipment) to include obtaining quotations, preparing purchase requisitions and purchase orders for the procurement of goods and services when required. 
• Reconciliation of Director General’s receivables account and monthly credit card expenditure for submission to Finance Unit for finalization. 
• Prepare Travel Folder to facilitate seamless travel for the Director General, and make required arrangements for designated representative in the Director General’s absence. 

Technical

• Assist with ensuring efficient correspondence and document management per policy and best practice. 
• Conduct research, data analysis and some interpretation to advance the work of the unit/division. 
• Assist with specific projects and initiatives, as may be required, by providing fiduciary support and guidance on relevant best practices and compliance, through factual information, relevant current data and analysis. 
• Able to complete complex assignments and lend support to larger, more complex assignments. 
• Identify solutions (IT and other innovations) to solve problems in ODG’s work programme. 
• Assist with processes and systems for identification and mobilization of financial resources, technical assistance, strategic partnerships and capacity building. 

Project

• Assist with the preparation and execution of special initiatives and projects. 
• Assist with the development and implementation of annual work plans and budgets that reflect the approved programmes, functions and strategic plans. 
• Work closely with Office of the Director General (ODG) staff and the core functions of the Commission, to develop and advance initiatives in knowledge management and monitoring and evaluation, project management, visibility and public awareness/engagement. 
• Perform any other related duties as may be assigned/approved by the Chief of Staff and Strategic Diplomacy, Office of the Director General and the Director General. 

EXPERIENCE AND KNOWLEDGE

• A first degree in Business Administration or related field or equivalent professional qualification.
• Project Management Certification would be an advantage.
• Academic and practical training and experience in office administration and office management software essential.
• Knowledge of frameworks, agreements, institutional architecture and conference typology in the economic sectors in OECS Member States, the wider Caribbean, and beyond.
• Practical knowledge and work experience in policy, programme/project coordination at both the national and regional levels.
• Demonstrated and sound competence in organising national and regional meetings/workshops, facilitating travel, board and lodging requirements.
• A minimum of two (3) years of experience in a similar role or corporate environment.
• Experience working at the regional level or in a Foreign Service environment will be an asset. 
• Excellent oral and written communication skills in English. 
• Written and verbal communication in a foreign language, preferably French or Spanish, would be an asset.
• 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.
• Strong capacity for research and use of data to support policy and decision-making.
• Desire to work as a team with a results-driven approach.
• Works comfortably under pressure and meets tight deadlines.
• Strong decision-making and problem-solving skills.
• Knowledge of frameworks, agreements, institutional architecture and conference typology in the Corporate sector in OECS Member States, the wider Caribbean, and beyond.
• Strong capacity for research and use of data to support policy and decision-making.

JOB LOCATION

The OECS Commission is headquartered in Castries, Saint Lucia. The position of Programme Assistant is located at the OECS Commission headquarters.

The OECS Commission values workforce diversity and is open to considering eligible applicants of all backgrounds, genders, religions, and sexual orientations.

Strong emphasis will be placed on recruiting nationals from all OECS Member States. The Commission is particularly underrepresented by nationals of Antigua and Barbuda, Grenada, Montserrat, Saint Kitts and Nevis, Saint Vincent and the Grenadines, Anguilla, The British Virgin Islands, Martinique, Guadeloupe and St Martin. 

Candidates from these Member States are encouraged to apply.

BENEFITS

The position is on a fixed-term establishment. The OECS Commission offers a competitive compensation and benefits package which will be commensurate with qualifications and experience.

The incumbent will be eligible for membership in the Organisation’s non-contributory Group Health and Life Insurance Scheme. 

Only applications under consideration will be acknowledged.