Employment

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

DUTIES AND RESPONSIBILITIES:

•    Prepare letters, verbal notes, circular notes, emails, or any other documents, in two (2) official languages of the ACS - Spanish, English and French (where applicable) and follow up on correspondences sent;

•    Prepare and review documents as it relates to preparation of the monthly payroll;

•    Render logistical assistance including the preparation and proofreading of documents for all meetings under the purview of the Budget and Administration Unit;

•    Prepare and review documents as it relates to preparation of the monthly ACS VAT Returns;

•    Prepare and review documents as it relates to preparation and reconciliation of Petty Cash;

•    Perform data entry into the ACS Accounting system;

•    Prepare bank reconciliations;

•    Assist with Budget preparation reports;

•    Assist with the finance functions related to ACS projects;

•    Provide courtesy translation of documents (approximately 2 - 3 pages);

•    Manage and maintain physical and electronic records for the Unit in accordance with established ACS policy, procedures and standards;

•    Copy and forward all correspondences to the general archives of the Secretariat;

•    Dispatch correspondences related to the official work of the Unit via mail, courier, hand and/or email when requested and follow up as necessary;

•    Manage email correspondences and follow up as necessary;

•    Arrange official appointments and manage the official agenda of the Chief Operating Officer in a timely, diplomatic and conscientious manner, providing confirmations, regrets, and reminders to all concerned;

•    Prepare dossiers for the official missions of the Chief Operating Officer, coordinating with other Directorates, Officials, related institutions and/or personnel as necessary;

•    May be required to prepare the Value Added Tax (VAT) for the Chief Operating Officer (if applicable);

•    Assist the Chief Operating Officer with personal matters which he/she requests, within the parameters of the organisation in an official capacity;

•    Represent the ACS at official meetings, events, workshops and conferences as designated;

•    Assist with reception duties in order to relieve the Receptionist during scheduled breaks or in his /her absence from office;

•    Prepare Rapporteur’s Reports and Executive Summaries of ACS official meetings in compliance with established Agreements;

•    Provide assistance and support to the Chief Operating Officer, Human Resource Officer, Finance Officer and Information Technology (IT) Officer as requested.

MINIMUM QUALIFICATIONS AND EXPERIENCE:

•    A first-level university degree (Bachelor's) in fields related to Management, Accounting, or pursuing the ACCA qualification, or any other relevant areas;

•    Experience :
a)    Minimum of six months’ drafting reports and providing administrative support services; 
b)    A working knowledge of Quickbooks will be considered an asset;
c)    Working in an international or regional organisation will be considered an asset.

KNOWLEDGE AND COMPETENCIES:

•    Excellent oral and written communication skills in two (2) of the official languages of the ACS;

•    Strong Interpersonal skills;

•    Ability to work under pressure in a multicultural environment;

•    Excellent organisational, planning and time management skills;

•    Professionalism;

•    Detail oriented;

•    Ability to work independently; 

•    Ability to work in a team and to collaborate with others;

•    Proficiency in MS Office Suite.

REMUNERATION PACKAGE:

•    A Monthly Salary of US $1,206.32 (tax exempted);

•    Group Health Insurance Medical Plan.

ASSESSMENT:

Evaluation of qualified candidates for this position will include a Competency based Interview, a Language Proficiency Assessment and an Assessment Exercise.

APPLICATION PROCEDURES:

Only electronic applications submitted via the website (www.acs-aec.org) will be acknowledged. Please upload the documents using the buttons as reflected on the website:

1.    Combined PDF (CV + supporting documents)
2.    Completed Applicant Job Profile Summary Form

Each applicant is allowed to upload two files only, and their total size should not exceed 4 MB.

Eligible candidates must download, complete and upload the Applicant Job Profile Summary Form included on the website vacancy. Failure to complete this form will result in automatic rejection of the application. The form must be completed using either Adobe Acrobat or Adobe Acrobat Reader DC. Do not attempt to complete this document using any web browser.

Applicants are requested to combine their CV and all supporting documents into a single PDF file before uploading. This file should include:

1.    Full Curriculum vitae;
2.    University degree certificate;
3.    Language Proficiency certificates (not native tongue);
4.    Names of three (3) referees and contact information.
5.    Cover Letter

Applications must be addressed to: 

H.E. Noemí Espinoza Madrid
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

Due to the volume of applications received, receipt of applications cannot be acknowledged individually. Candidates who do not receive any feedback within three months of the deadline should consider their application as unsuccessful.