Vacancy - Unit Assistant, Communications

Announcement of Vacancy: 

Applications are invited from interested and suitably qualified nationals of Member States and Associate Member States to fill the following position at the Association of the Caribbean States.

Reporting to: 
Communications Officer
Type of appointment: 
Full time
Duration of appointment: 
18 months
Duties and responsabilities: 
  • Design official ACS publications including Bulletins, Brochures and Magazines;
  • Conceptualize and design infographics and logos;
  • Assist in the production of information campaigns to promote the work of the ACS;
  • Assist in the production of ACS publications;
  • Update the ACS website;
  • Manage ACS social media accounts;
  • Monitor the local media (printed press, radio and television) for materials relevant to the ACS. Materials are to be clipped and scanned to the relevant stakeholders;
  • Maintain and update a database of contact information on the media, Foreign Affairs’ Communications Officers, Government Information Services and other relevant groups for Trinidad and Tobago and the ACS region;
  • Render logistical assistance including the preparation of documents for all meetings, signing ceremonies, Official visits etc. under the purview of the Communications Unit;
  • Edit videos to promote the ACS and its work;
  • Assist in the preparation of news releases related to ACS meetings, signing ceremonies and Official visits to the Secretariat;
  •  Translate short documents;
  • File electronic and hard-copies of documents related to the Unit;
  • Copy and forward all correspondences to the general archives of the Secretariat;
  • Draft letters, faxes, verbal notes, circular notes, emails, or any other documents, in two  official languages of the ACS - Spanish, English and French (where applicable);
  • Dispatch correspondences via mail, courier, hand, fax and/or email when requested;
  • Manage emails and follow up as necessary;
  • Arrange official appointments and manage the official agenda of the Communications Officer in a timely, diplomatic and conscientious manner, providing confirmations, regrets, and reminders to all concerned;
  • Prepare  dossiers for the Communications Officer’s official missions, coordinating with other Directorates, Officials, related institutions and/or personnel as necessary;
  • Prepare the Value Added Tax (VAT) for the Communications Officer;
  • Assist in the follow up of the Communications Officer’s medical claim submissions to the Human Resource Unit;
  • Assist the Communications Officer with personal matters which he/she requests, within the parameters of the organization in an official capacity;
  • Participate in events, seminars, workshops and conferences when requested;
  • Assist with reception duties in order to relieve the Receptionist during scheduled breaks or in his /her absence from office.
Functions: 

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

Specific Responsabilities: 
  • English, French and Spanish are the official languages of the ACS. The candidate must possess excellent oral and written communication skills in at least two (2) of the official languages of the ACS;
  • Excellent knowledge of MS Office Suite;
  • Excellent knowledge of Adobe Creative Suite;
  • Strong Interpersonal skills;
  • Organizational skills;
  • Ability to work under pressure;
  • Ability to multi-task and work independently;
  • Ability to work in a multicultural environment.
Minimum qualifications: 
  • A first-level university degree (Bachelor's) in fields related to International Relations, Graphic Design, Marketing, Communications, Public Relations or other relevant areas;
  • Minimum of six months’ experience in providing administrative support services;
  • Experience in using a range of social media channels within a professional context;
  • Experience using Adobe Design Suite (Premiere Pro, Illustrator, Photoshop);
  • Working in an international or regional organisation will be considered an asset.
Remuneration package: 
  • A Monthly Salary of US $1,206.32 (tax exempted);
  • Group Health Insurance Medical Plan.
Documentation required: 

Currriculum vitae. University degree certificate. Language Certificates (not in first language). Names of three referees and contact information.

Notes: 

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 referees and contact information.
  5. Mini Portfolio of completed graphic design/video editing work

Applicants must complete the Applicant Job Profile Summary Form included with the website 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.

 

Applications must be addressed to:

 

Dr.  June Soomer

Secretary General

Association of Caribbean States

5-7 Sweet Briar Road, St. Clair

PO Box 660, PORT OF SPAIN

Tel: 868-622-9575

Fax: 868-622-1653

And sent by email to: hrcontact@acs-aec.org

 

The details stated above outline 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.

Only electronic applications will be acknowledged. All your submissions via email must not exceed 5MB in size.

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.

 

Level: 
Temporary Position
Job Title: 
Unit Assistant - Communications