Senior Administrative Assistant

ABOUT THE OECS

The Organisation of Eastern Caribbean States (OECS) is an inter-governmental organisation dedicated to economic harmonisation and integration, protection of human and legal rights, and the encouragement of good governance among independent and non-independent countries in the Eastern Caribbean. Under the Treaty of Basseterre (RTB, 1981) and now The Revised RTB (2010), Member States agree to cooperate with each other and promote unity and solidarity, including participation by Protocol Members in an Economic Union. Read more...

JOB SUMMARY

• The Senior Administrative Assistant is responsible for providing comprehensive administrative, technical and analytical support to enable efficient operations within the Unit.
• The role will be responsible for creating an environment of trust, open communication, and innovative thinking in which teams can be developed and engaged.

KEY DUTIES

• Coordinate the day-to-day operational activities, including but not limited to managing all correspondence, appointments, contact with Member States, the Office of the Director General, editing and preparing documents/reports and database management.
• Prepare all official Unit communications with stakeholders, prepare for signing and send out to relevant stakeholders.
• Raise purchase requisitions for the Procurement Unit.
• Manage the office supplies for the Unit.
• Provide support to all the initiatives of the Division/Unit, ensuring that objectives are met.
• Conduct research and present findings to support decisions/actions in one’s area of work.
• Ensure efficient records management for general administrative correspondence from Member States, donors, and the Leadership Team in line with the organisation’s Information Management Policy and Division/Unit requirements, including relevant confidential records.
• Manage all incoming and outgoing administrative correspondence in the Unit, including the common Unit emails for the Pharmaceutical and General Procurement Unit and reroute them to the relevant officer in the Unit for action.
• Coordinate all travel and accommodation arrangements for travelling officers.
• Coordinate all administrative and logistical arrangements for all Unit meetings.
• Find workable solutions to manage competing priorities.
• Provide minute-taking and rapporteur services for all Unit meetings both internally and externally.
• Develop and maintain relationships with internal and external stakeholders to meet the needs of the Division/Unit.

EXPERIENCE AND KNOWLEDGE

• At least two (2) years administrative experience in a related field.
• An Associate Degree, Diploma in Business Administration or its equivalent.
• Advanced knowledge of office operations and use of office software including Microsoft Suite of programmes, PowerPoint, Microsoft Project, MS Excel, Word and databases.
• Strong organisational, analytical and problem-solving skills.
• Strong interpersonal skills.
• Good oral and written communication skills.
• Ability to follow instructions and manage time effectively.

TERMS OF APPOINTMENT