Administrative Officer CARICOM Georgetown, Guyana
CARIBBEAN COMMUNITY SECRETARIAT VACANCY
ADMINISTRATIVE OFFICER, ADMINISTRATIVE SERVICES UNIT
Applications are invited from interested and suitably qualified nationals of Caribbean Community (CARICOM) Member States and Associate Members of the Caribbean Community to fill the abovementioned position in the Caribbean Community Secretariat with assigned duty station in Guyana.
FUNCTIONS OF THE POST
Responsible for providing effective and efficient administrative supervision to the following areas of the Units work: janitorial, landscaping, hospitality services and telephone/reception services. The incumbent is also responsible for preparing monthly and quarterly reports for areas of supervision under his/her control and for the effective supervision of staff.
QUALIFICATIONS AND EXPERIENCE
Candidates should possess at least a Bachelors’ Degree in a relevant field such as: Business Administration and Management plus five (5) years relevant working experience at a similar level.
Candidates should also possess working knowledge and experience in:
(i) Customer service;
(ii) Communication;
(iii) IT for office management;
(iv) Events planning and management; and
(v) Protocol.
A high level of computer proficiency in MS Office Suite is essential.
DUTIES AND RESPONSIBILITIES
Under the direction of the Deputy Programme Manager, Administrative Services, the Administrative Officer will be required to:
(a) PLAN, COORDINATE, MONITOR and directly SUPERVISE on a daily basis the efficient delivery of administrative support and other logistical/ancillary services to the Secretariat’s staff and offices:
(i) Monitor the daily/quarterly cleaning and sanitization of offices.
(ii) Identify and manage supplies needed for provision of hospitality, cleaning and gardening services.
(iii) Prepare roster for work schedules in areas of cleaning, hospitality services and receptionist/telephonist duties.
(iv) Monitor telephonist/receptionist services provided and verify telephone billing in a timely manner.
(v) Monitor the provision of gardening services.
(vi) Prepares and check overtime forms for staff.
(b) IMPLEMENT systems for monitoring areas of responsibility and ensure adequate materials are procured;
(c) MONITOR staff attendance at work and time-keeping, sick-leave and time off requests;
(d) PREPARE AND DISCUSS staff performance and counsels where necessary;
(e) CONVENE regular meetings of relevant staff;
(f) CIRCULATE reports and follow up reminders as necessary;
(g) ATTEND interviews and make an input into the selection process;
(h) PREPARE AND SUBMIT monthly/quarterly reports;
(i) CONTRIBUTE to a positive and professional image of the CARICOM Secretariat, at all times, in keeping with its Core Values; and
(j) PERFORM other related duties in keeping with job functions that may be assigned from time to time by the Deputy Programme Manager.
EMOLUMENTS AND BENEFITS
An attractive remuneration package will be offered.
EDUCATION GRANT
The officer shall be eligible for the payment of an education grant in respect of children (including step children and legally-adopted children) who require reasonable education facilities that are not available at the assigned duty station or whose education the officer would not want to disrupt in relocating to take up this appointment.
The grant shall apply to children under the age of twenty-three years and shall not exceed seventy-five per cent of the cost of tuition (including text books), room and board up to a maximum total of EC$16,200.00 per year per child for a maximum of two children at any one time.
SETTLEMENT GRANT
On assumption of duty in Guyana, the officer shall be paid a settlement grant in respect of self, spouse and each eligible child or dependent (up to two), provided that the total number of children and other dependents does not exceed five in all.
RECRUITMENT AND APPOINTMENT
Appointment with the Caribbean Community Secretariat may be either (a) on a permanent basis, (b) on contract for a specified period or (c) on secondment from a Public Service or a statutory body of a Member State or approved regional organisation. The Appointment will be subject to such regulations, rules, orders and instructions as exist and as may be introduced from time to time in respect of service with the Secretariat.
An officer recruited from outside the assigned duty station, on first appointment, will be provided economy class air passages by the most direct route for the officer, spouse and children (provided they are below the age of eighteen years, unmarried and dependent on the officer) and for such other dependents to a maximum of two as may be approved by the Secretary-General, provided that the number of children and other dependents does not exceed five in all.
In addition to passages, the officer will be granted the following transportation allowances:
(i) ocean freight charges, including insurance, for shipping personal and household effects to Guyana, not exceeding 1250 cubic feet, plus a motor car (if the officer already owns one);
(ii) the cost of transporting baggage, personal and household effects from the home of the officer to the place of embarkation and from the port of disembarkation to the place of residence in Guyana;
(iii) the cost of packing and crating personal and household effects.
LEAVE
The officer will be eligible for the grant of vacation leave at the rate of thirty-five working days a year and a leave grant after every twelve months of service in respect of the officer, spouse and up to two dependent children.
PRIVILEGES AND IMMUNITIES
The officer will be granted the privileges and immunities extended to officials of the Caribbean Community in accordance with Article 8 of the Community’s Headquarters Agreement with the Government of Guyana.
GROUP HEALTH AND LIFE AND ACCIDENT INSURANCE
The officer will be required to participate in the Secretariat’s group health and group life and accident insurance schemes. With respect to the health scheme, the officer will contribute fifty per cent of the premium. The life and accident insurance scheme is non-contributory.
SUPERANNUATION
An officer on permanent appointment will be required to participate in the Secretariat’s pension scheme and contribute seven per cent of basic salary to the scheme. An officer on contract will, subject to satisfactory service, be eligible for a gratuity at the rate of twenty per cent of basic salary, computed on the basis of completed periods of three months’ service and payable at the end of the contract. Where the appointment is on secondment, the Secretariat will pay to the officer’s substantive employer, over the period of secondment, a contribution not exceeding twenty-five per cent of the pensionable salary normally payable to the officer by that employer so as to maintain the pensionable status of the officer in the substantive employment.
APPLICATIONS
Applications in English Language with full curriculum vitae details, including nationality, date of birth, work experience, educational qualifications, summary of professional skills and/or expertise, language proficiency, list of professional publications, coordinates (including email addresses) of three referees (at least two of whom must be familiar with the applicant’s work), and other relevant information, should be addressed to:
The Executive Director,
Human Resource Management,
Caribbean Community Secretariat,
Turkeyen,
Greater Georgetown,
Guyana
And sent by email to applnhrm@caricom.org
The deadline for the submission of applications is Friday 19 October 2012.
ADMINISTRATIVE OFFICER, ADMINISTRATIVE SERVICES UNIT
Applications are invited from interested and suitably qualified nationals of Caribbean Community (CARICOM) Member States and Associate Members of the Caribbean Community to fill the abovementioned position in the Caribbean Community Secretariat with assigned duty station in Guyana.
FUNCTIONS OF THE POST
Responsible for providing effective and efficient administrative supervision to the following areas of the Units work: janitorial, landscaping, hospitality services and telephone/reception services. The incumbent is also responsible for preparing monthly and quarterly reports for areas of supervision under his/her control and for the effective supervision of staff.
QUALIFICATIONS AND EXPERIENCE
Candidates should possess at least a Bachelors’ Degree in a relevant field such as: Business Administration and Management plus five (5) years relevant working experience at a similar level.
Candidates should also possess working knowledge and experience in:
(i) Customer service;
(ii) Communication;
(iii) IT for office management;
(iv) Events planning and management; and
(v) Protocol.
A high level of computer proficiency in MS Office Suite is essential.
DUTIES AND RESPONSIBILITIES
Under the direction of the Deputy Programme Manager, Administrative Services, the Administrative Officer will be required to:
(a) PLAN, COORDINATE, MONITOR and directly SUPERVISE on a daily basis the efficient delivery of administrative support and other logistical/ancillary services to the Secretariat’s staff and offices:
(i) Monitor the daily/quarterly cleaning and sanitization of offices.
(ii) Identify and manage supplies needed for provision of hospitality, cleaning and gardening services.
(iii) Prepare roster for work schedules in areas of cleaning, hospitality services and receptionist/telephonist duties.
(iv) Monitor telephonist/receptionist services provided and verify telephone billing in a timely manner.
(v) Monitor the provision of gardening services.
(vi) Prepares and check overtime forms for staff.
(b) IMPLEMENT systems for monitoring areas of responsibility and ensure adequate materials are procured;
(c) MONITOR staff attendance at work and time-keeping, sick-leave and time off requests;
(d) PREPARE AND DISCUSS staff performance and counsels where necessary;
(e) CONVENE regular meetings of relevant staff;
(f) CIRCULATE reports and follow up reminders as necessary;
(g) ATTEND interviews and make an input into the selection process;
(h) PREPARE AND SUBMIT monthly/quarterly reports;
(i) CONTRIBUTE to a positive and professional image of the CARICOM Secretariat, at all times, in keeping with its Core Values; and
(j) PERFORM other related duties in keeping with job functions that may be assigned from time to time by the Deputy Programme Manager.
EMOLUMENTS AND BENEFITS
An attractive remuneration package will be offered.
EDUCATION GRANT
The officer shall be eligible for the payment of an education grant in respect of children (including step children and legally-adopted children) who require reasonable education facilities that are not available at the assigned duty station or whose education the officer would not want to disrupt in relocating to take up this appointment.
The grant shall apply to children under the age of twenty-three years and shall not exceed seventy-five per cent of the cost of tuition (including text books), room and board up to a maximum total of EC$16,200.00 per year per child for a maximum of two children at any one time.
SETTLEMENT GRANT
On assumption of duty in Guyana, the officer shall be paid a settlement grant in respect of self, spouse and each eligible child or dependent (up to two), provided that the total number of children and other dependents does not exceed five in all.
RECRUITMENT AND APPOINTMENT
Appointment with the Caribbean Community Secretariat may be either (a) on a permanent basis, (b) on contract for a specified period or (c) on secondment from a Public Service or a statutory body of a Member State or approved regional organisation. The Appointment will be subject to such regulations, rules, orders and instructions as exist and as may be introduced from time to time in respect of service with the Secretariat.
An officer recruited from outside the assigned duty station, on first appointment, will be provided economy class air passages by the most direct route for the officer, spouse and children (provided they are below the age of eighteen years, unmarried and dependent on the officer) and for such other dependents to a maximum of two as may be approved by the Secretary-General, provided that the number of children and other dependents does not exceed five in all.
In addition to passages, the officer will be granted the following transportation allowances:
(i) ocean freight charges, including insurance, for shipping personal and household effects to Guyana, not exceeding 1250 cubic feet, plus a motor car (if the officer already owns one);
(ii) the cost of transporting baggage, personal and household effects from the home of the officer to the place of embarkation and from the port of disembarkation to the place of residence in Guyana;
(iii) the cost of packing and crating personal and household effects.
LEAVE
The officer will be eligible for the grant of vacation leave at the rate of thirty-five working days a year and a leave grant after every twelve months of service in respect of the officer, spouse and up to two dependent children.
PRIVILEGES AND IMMUNITIES
The officer will be granted the privileges and immunities extended to officials of the Caribbean Community in accordance with Article 8 of the Community’s Headquarters Agreement with the Government of Guyana.
GROUP HEALTH AND LIFE AND ACCIDENT INSURANCE
The officer will be required to participate in the Secretariat’s group health and group life and accident insurance schemes. With respect to the health scheme, the officer will contribute fifty per cent of the premium. The life and accident insurance scheme is non-contributory.
SUPERANNUATION
An officer on permanent appointment will be required to participate in the Secretariat’s pension scheme and contribute seven per cent of basic salary to the scheme. An officer on contract will, subject to satisfactory service, be eligible for a gratuity at the rate of twenty per cent of basic salary, computed on the basis of completed periods of three months’ service and payable at the end of the contract. Where the appointment is on secondment, the Secretariat will pay to the officer’s substantive employer, over the period of secondment, a contribution not exceeding twenty-five per cent of the pensionable salary normally payable to the officer by that employer so as to maintain the pensionable status of the officer in the substantive employment.
APPLICATIONS
Applications in English Language with full curriculum vitae details, including nationality, date of birth, work experience, educational qualifications, summary of professional skills and/or expertise, language proficiency, list of professional publications, coordinates (including email addresses) of three referees (at least two of whom must be familiar with the applicant’s work), and other relevant information, should be addressed to:
The Executive Director,
Human Resource Management,
Caribbean Community Secretariat,
Turkeyen,
Greater Georgetown,
Guyana
And sent by email to applnhrm@caricom.org
The deadline for the submission of applications is Friday 19 October 2012.
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