Consultant - Project Administrative Assistant

Announcement of Vacancy: 

Suitably qualified citizens of the Member States and Associate Members of the Association of Caribbean States are invited to apply for the position of Consultant - Project Administrative Assistant at the ACS Secretariat at its headquarters in Port of Spain, Trinidad and Tobago.

Reporting to: 
Director of Trade and Sustainable Development
Type of appointment: 
Full time
Duration of appointment: 
15 months approximately
Duties and responsabilities: 

Under the general guidance of the Director of Trade and Sustainable Development,in the capacity as Project Manager, the Project Administrative Assistant isresponsible for supporting the broad day-to-day operational activities that enableproject execution in an effective and timely manner.


Reporting and Record Keeping:

1. The recording of project meeting minutes.

2. Maintain physical and electronic records for the project in accordance withprocedures and standards set by RESEMBID and Expertise France.

3. Draft, finalise and dispatch milestone memos and other routinecorrespondence as per project activity needs;

4. Document project implementation progress, to include but not limited toongoing activities, activities completed, decisions taken, remedial actionsagreed and expenditure details, in order to support project reporting to the RESEMBID Facility through Expertise France;

5. Assist in the preparation, design, proofreading and formatting ofquarterly/annual project reports by acquiring and assembling necessaryinformation from project partners and stakeholders, using reporting templates;

6. Submit monthly work reports detailing tasks and activities undertaken;

7. Proofread and/or review project correspondence and consultant deliverablesfor accuracy;


Logistics Management

1. Arrange and/or coordinate team meetings in consultation with the ProjectManager;

2. Coordinate all logistical arrangements for project events, meetings andworkshops, including the dissemination of information, follow-upcommunications;

3. Assists with the organisation of field visits, as well as staff and consultantmissions as required for project activities;

4. Coordinates the timely flow of information to all relevant project stakeholdersrequired to support the execution of project activities.


Financial Coordination

1. The coordination of budgetary tasks in conjunction with the Project Manager,to include the preparation of financial notes, memos and travel authorization,as well as the regular recording of project expenditures within appropriatetemplates;

2. Follow-up on timely disbursements from the Finance Manager to supportproject execution

3. Prepare proposals for budget revision4. Prepare and submit expenditure and programme budget status reports


General Support

1. Liaise with and maintain working-level contacts with ACS support staff, projectstaff, partners and other stakeholders to facilitate the execution of project tasksin a timely and effective manner;

2. Provide day-to-day support to project activities implementation in order toenable conformity to expected results, outputs, objectives and work-plans;

3. Any other task and or duty assigned consistent with the post

Minimum qualifications: 
  • A University degree (Bachelor's degree or equivalent) Project Management,Business Administration or related fields;
  • Minimum of two (2) years’ related work experience.
  • Experience in tourism planning, management or development would be anasset;
  • Previous work experience in an international or regional organisation would beconsidered an asset.
Remuneration package: 

A tax-free fee of US $1,600 per month is being offered for this assignment.

Documentation required: 

Curriculum vitae. University degree certificate. Language certificate (not in the first language). Names of three references and contact details.

Temporary Position
Job Title: 
Consultant - Project Administrative Assistant (Local Invitation Only)
Deadline for receiving applications: 
7 January 2022