Unit Assistant, Office of the Political Advisor

Organisation
Association of Caribbean States
Reference
VAC-30627
Contract Type
Temporary
Industries
Consulting & Project Management, Government & Public Sector
Location
Port of Spain
Salary
Competitive Salary
Date Posted
10/01/2019
Expiry Date
01/02/2019
Applications are invited from interested and suitably qualified nationals of Member States and Associate Member States to fill the position of Unit Assistant, Office of the Political Advisor at the Association of the Caribbean States.
 

FUNCTIONS OF THE POSITION:

Under the general guidance of the Political Advisor, the incumbent is responsible for providing administrative support to facilitate the efficient operations of the Unit.   

 

DUTIES AND RESPONSIBILITIES:

  • Prepare letters, verbal notes, circular notes, emails, or any other documents, in two (2) official languages of the ACS - Spanish, English and French (where applicable) and follow up on correspondences sent;
  • Render logistical assistance including the preparation and proofreading of documents for all meetings under the purview of the Office of the Political Advisor;
  • Provide courtesy translation  of documents (approximately 2-3 pages);
  • Manage and maintain physical and electronic records for the Unit in accordance with established ACS policy, procedures and standards;
  • Copy and forward all correspondences to the general archives of the Secretariat;
  • Dispatch correspondences related to the official work of the Unit via mail, courier, hand and/or email when requested and follow up as necessary;
  • Manage email correspondences and follow up as necessary;
  • Arrange official appointments and manage the official agenda of the Political Advisor in a timely, diplomatic and conscientious manner, providing  confirmations, regrets, and reminders to all concerned;
  • Prepare  dossiers for the official missions of the Political Advisor, coordinating with other Directorates, Officials, related institutions and/or personnel as necessary;
  • Prepare the Value Added Tax (VAT) for the Political Advisor;
  • Assist the Political Advisor with personal matters which he/she requests, within the parameters of the organisation in an official capacity;
  • Represent the ACS at official meetings, events, workshops and conferences as designated; 
  • Assist with reception duties in order to relieve the Receptionist during scheduled breaks or in his /her absence from office.

 

MINIMUM QUALIFICATIONS AND EXPERIENCE:

  • A first-level university degree (Bachelor's) in fields related to International Relations, Political Science or other relevant areas;
  • Experience :
  1. Minimum of six months’ drafting reports and providing administrative support services;
  2. Working in an international or regional organisation will be considered an asset.

 

KNOWLEDGE AND COMPETENCIES:

  • Excellent oral and written communication skills in two (2) of the official languages of the ACS;
  • Strong Interpersonal skills;
  • Ability to work under pressure in a multicultural environment;
  • Excellent organisational,  planning and time management skills;
  • Professionalism
  • Detail oriented
  • Ability to work independently; 
  • Ability to work in a team and to collaborate with others;
  • Proficiency in MS Office Suite.

 

REMUNERATION PACKAGE:

  • A Monthly Salary of US $1,206.32 (tax exempted);
  • Group Health Insurance Medical Plan. 

 

ASSESSMENT:

Evaluation of qualified candidates for this position will include a Competency- based Interview, a Language Proficiency Assessment and an Assessment Exercise.

 

APPLICATION PROCEDURES:

Candidates must present the following documents for consideration:

  1. Full Curriculum vitae;
  2. University degree certificate;
  3. Language Proficiency certificates (not native tongue);
  4. Names of three (3) referees and contact information.

 

Applicants must complete the Applicant Job Profile Summary Form included with the vacancy. Failure to complete the Applicant Job Profile Summary Form will result in automatic rejection of the application. This form must be completed using either Adobe Acrobat or Adobe Acrobat Reader DC. Do not attempt to complete this document using any web browser.

 

Due to the high volume of applications received, only short-listed candidates will be contacted for an interview.  These candidates will also receive notice of the final outcome of the selection process.

 

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