Administrative assistant - CARICOM

Background

CARICOM member countries are exposed to a number of extreme natural phenomena of geological, atmospheric, hydro-geologic, seismic and volcanic origin. Natural disasters continue to pose a growing threat to the development strategies of Caribbean countries by destroying infrastructure and productive capacity, interrupting economic activity and creating sometimes irreversible changes in the natural resource base.

The CARICOM Governments, through their National Disaster Organizations, have focused on putting things in place to respond to natural disaster related emergencies, under the guidance, advice and coordination of Caribbean Disaster Emergency Management Agency (CDEMA). This perspective of disaster management has evolved and the modern concept of Civil Protection involving the strengthening of Disaster Risk Reduction policies and including all actions necessary to prevent and mitigate the impact of natural disasters is emerging in CARICOM states.

The goal of this project is to reduce vulnerability and increase resilience to climate change, natural hazards and poverty at the regional, national and community levels within the Caribbean region through the strengthening of civil protection mechanisms through capacity development for early warning systems, information dissemination and institutional coordination for disaster management and response in CARICOM member states.

The project will be executed by the CIMH throughout the 10 countries of the Barbados and the OECS sub region, with technical support from UNDP Barbados, the International Federation of Red Cross and Red Crescent Societies (IFRC) and CDEMA.

To support this effort, CIMH seeks the service of an Administrative Assistant. The Administrative Assistant would be primarily responsible for administrative duties relating to the project. Duties would involve calculations, verifications and postings to financial records such as general journals and preparing financial reports for the project report. The incumbent would also be required to prepare correspondence for the approval and signature of Senior Personnel.

Duties and responsibilities

Specifically, the Administrative Assistant:
- Ensures that the administrative and technical processes are carried out in conformity with CIMH and UNDP standards and policies
- Management of project files electronically and manually
- Monitors financial resources and accounting to ensure accuracy and reliability of financial reports and oversees the overall financial processes for the project.
- Undertakes actions necessary for the timely execution of the contractual conditions set out in all contracts;
- Ensuring that vouchers, orders and invoices are arithmetically correct and are approved
- Composing and filing correspondence
- Prepares bank reconciliations
- Undertakes any other activities required for the fulfilment of the mandate of the post

Functional relationships

The Administrative Assistant reports to the Principal of CIMH or his designate. He/she also works in close collaboration with other CIMH and UNDP staff and as well as staff from other partnering institutions.

Conditions

The Administrative Assistant will be contracted by the CIMH and will be governed by the rules and conditions governing such employment at the Institute.
- General administrative office accommodation provided
- Subject to applicable service conditions of CIMH

Requirements

Qualifications and Experience
- B.Sc. Accounts and 3 years experience OR A-Level Accounts and at least ten years (10) continuous working experience in the related discipline.
- Qualification in administration or at least five (5) years experience in administrative duties would be an asset.
- Persons with appropriate experience are also encouraged to apply.

Knowledge, Skills and Abilities
- Ability to efficiently utilise word processing, Microsoft Office, database management, and spreadsheet/accounting software programmes
- Excellent interpersonal skills
- Report writing and analysis skills
- Excellent writing, editing, and oral communication skills
- Ability to meet deadlines and prioritise multiple tasks
- Good interpersonal and communications skills
- Fostering of team work within the project team
- Ability to work independently without continuous supervision