JOB DESCRIPTION

OBJECTIVES OF THE POST

General purpose of the position: To assist the Secretary General in carrying out the activities for achieving the goals and objectives of the ACS, and which by their nature require knowledge attained at university level as well as the ability to analyse and project in order to conceive and carry out plans, programmes and projects.  Under the leadership of the Secretary General, the incumbent shall act as Head of the Administrative Unit.  His/her functions include acting as a focal point for all matters pertaining to the administration and budget of the ACS Secretariat.  When necessary, he/she must represent the ACS Secretariat at meetings of the organisation and at other meetings and conferences dealing with subjects of interest to the ACS.

Supervisory Duties: The officer must supervise the work of all members of the Administrative Unit, made up of the Office Supervisor, the Protocol and Conference Officer, the Accounts Officer, the Records Assistant, the Driver/Messenger, the Receptionist, the Systems Administrator, and the Maintenance Officer, as well as any temporary staff hired to assist in this area.

DUTIES AND RESPONSIBILITIES

General Functions :

• To analyse, plan and recommend actions which must be adopted in order to achieve the Association’s objectives and functions, specifically in the areas of Human Resources in the Secretariat and the Organisation’s finances;
• Give advice and take steps required by the management of the Secretariat;
• Design and formulate possible systems and procedures for better performance, with a view to optimising the use of available resources;
• Share views on reports on areas of competence in accordance with the Association’s programmes and projects;
• Prepare and present reports on activities conducted, within the timeframes required;
• Carry out all other assigned functions, in accordance with the incumbent’s nature and profession;

• Under the supervision of the Secretary General, co-ordinate and direct the work of the Administrative Unit of the ACS Secretariat.
• Provide follow up on tasks assigned to the Secretariat by the Special Committee on Budget and Administration.
• Prepare the ACS Draft Budgets and monitor the status of the Secretariat’s income and expenditure.
• Design and formulate possible systems and procedures for better performance, with a view to optimising the use of available resources in the areas of competence.
• Prepare quarterly reports on the ACS budget execution.
• Provide follow up to the work of consultants hired by the Secretariat to carry out specific tasks in the areas of Budget and Administration, particularly the External Accountant and the Auditor.
• Approve the execution of expenditure and payments to facilitate the operations of the Secretariat.
• Keep Member States and Associate Members abreast of the status of contributions.
• Supervise the work of the Protocol Officer in the logistics and organisation of ACS meetings and conferences and official travel.
• Supervise the work of the Office Supervisor.
• Co-ordinate preparatory work and the organisation of the meeting of the Special Committee on Budget and Administration.  Special attention must be paid to:
  • The preparation of Agendas.
  • The preparation of the Report of the Secretariat
  • The preparation of substantive documents on the subjects for the relevant meetings.
• Provide follow up to the work programmes of the Committee on Budget and Administration.
• Represent the Secretariat at events and conferences when required.
• Manage general support activities (internal communications network, records, messenger service, and reception) and co-ordinate the work of the officials responsible for these functions.
• Assist the Secretary General with any other activity needed and assigned by his/her immediate supervisor, in order to attain the Association’s goals and objectives.

QUALIFICATIONS REQUIRED

Minimum qualifications :

• University graduate.
• Minimum of ten years professional level experience.
• International experience in international organisations or through participation in international negotiations, public administration, financial analysis, handling of co-operation budgets shall be considered an asset.
• Excellent knowledge of word processing, calculation and graphics.
• Excellent verbal and written communication skills in one of the official languages of the ACS.  Must be fluent in a second official language of the ACS, and possess proficiency certification in that language. Knowledge of the third language, at least as a working language is considered an advantage.
• Knowledge of the countries which make up the ACS..

Additional Comments : (in the performance of responsibilities)

• The officer should possess the initiative to establish contact and harmonious work relationships with different levels of the internal administration of the Secretariat, colleagues and subordinates.
• As well, the individual must demonstrate leadership and other qualities for maintaining dialogue and good interpersonal and respectful relations with Liaison officials and institutions from Member States and Associated Members.
• He/she should be willing and available to fly out of the headquarters country on work missions.
• He/she should be willing to work beyond official regular hours if necessary.

NOTE:

This job description outlines the nature and level of the tasks normally assigned to this post.  It is not an exhaustive list. Additional related responsibilities may be assigned as necessary to the effective running of the Association.

REMUNERATION PACKAGE

This post is classified as the equivalent of P-3 on the ACS salary scale.  Additional details on salary and conditions of work can be obtained from the ACS Secretariat.  The benefits include:

• A settling in allowance, airfare and shipping of personal effects upon appointment.
• Repatriation and displacement allowance upon expiration of the contract.
• Medical insurance coverage for the Professional and dependents.
• Participation in the ACS Employees Fund.

DOCUMENTATION REQUIRED

Candidates must present the following documents for consideration:

1. Curriculum vitae.
2. University degree certificate.
3. Language certificates (not in first language).
4. Names of three referees and contact information.

Notes:

Applications must be submitted to the Secretariat of the Association of Caribbean States, to the attention of:

Dr. Rubén Silié Valdez
Secretary General
The Association of Caribbean States
5-7 Sweet Briar Road, St. Clair
PO Box 660, Port of Spain
Trinidad and Tobago
Tel: (868) 622-9575
Fax: (868) 622-1653
E-mail: mail@acs-aec.org

Copy: Head of Budget and Administration
E-mail: cflorez@acs-aec.org

Copy: Co-operation Advisor
E-mail: mlesales@acs-aec.org

The job description given above outlines the nature and level of the tasks normally assigned to this position. It does not constitute an exhaustive list of these tasks. Additional related duties may be assigned as necessary for the effective functioning of the Association.

Unsuitable applications will not be considered.