Competition Reference No.: CDERA-CU/EDF/05 Application Deadline Date: August 3, 2007 Salary Grade: J9 Duration: Minimum of 2 years Location: Bridgetown, Barbados Organization: Caribbean Disaster Emergency Response Agency
Open To: All employees of CDERA Coordinating Unit and to the general public
Salary and Benefits: CDERA offers an attractive benefits package. The salary will be based on the individual’s qualifications and experience. The salary range for this position is J9 in the CDERA scalar salary schedule.
Merit Criteria: Qualifications and Experience - Passes in at least five (5) CXC or GCE O’levels subjects, including English Language. - A diploma or certificate in secretarial studies from a recognized institution. - Minimum of five (5) years professional experience in the secretarial field. - Specialized computer training.
Knowledge and Skills - Required to be proficient in the use of general office equipment – i.e. computer, fax, typewriter, photocopier etc. - Should possess advanced stenographic skills. - Working knowledge of the Agency’s operating principles, policies and Staff Regulations. - Knowledge and understanding of basic components and ability to operate an office Private Branch Exchange (PBX) system. - Should acquire and maintain a working knowledge of various word processing software applications.
Language Requirements: Good knowledge of English
Conditions of Employment: Preference will be given to citizens and permanent residents of CARICOM countries.
Information Notes: 1. Candidates must clearly demonstrate in writing that they meet all of the above criteria. Failure to do so may result in your application not receiving further consideration. 2. Send your application, including Resume, two (2) testimonials and copies of certificates via email to or fax number 246-425-8854. Quote selection process number is: CDERA-CU/EDF/05 3. Candidates not resident in Barbados must agree to relocate to Barbados. Interview and relocation expenses will be reimbursed in keeping with CDERA rules 4. Acknowledgement of receipt of applications will not be sent. We would like to thank all candidates who apply as only those selected for an interview will be contacted.
JOB DESCRIPTION – SECRETARY/ADMINISTRATIVE OFFICER FUNCTIONAL RELATIONSHIPS Works under the direction of and reports to the Project Leader and collaborates with project staff, Administrative/Executive Secretary and other staff members of the Agency. Consults and collaborates with the Agency’s Administrative/Executive Secretary.
SUMMARY The incumbent will be expected to facilitate the smooth, timely and reliable flow of information between the Head of Unit/Technical Coordinator and the Coordinator, Programme Manager and Staff of the Coordinating Unit and other stakeholders.
DUTIES AND RESPONSIBILITIES 1. Types and proof reads general and confidential correspondence, reports, minutes of meetings and other official documents and ensure accuracy, neatness and appropriateness of presentation of all work. 2. Takes dictation, including notes or minutes of conferences, meetings, seminars and symposia, reproduce accurate text thereof, and arrange for circulation as required. 3. Receives, screens and directs incoming telephone calls to staff members. 4. Records telephone messages in the absence of staff members ensuring that the persons to whom the messages are directed receive them. 5. Ensures that the telephone log is updated. 6. Attends to visitors and handles routine project enquiries. 7. Arranges appointments and interviews, schedule meetings, overseas travel for and on behalf of the project team and other persons as required 8. Receives incoming correspondence and directs them to the Coordinator. 9. Dispatches correspondence, parcels and other official messages and maintain proper records of incoming and outgoing correspondence. 10. Drafts replies to routine correspondence and acknowledges letters and invitations received by the Coordinator as required. 11. Maintains an efficient system of files for general correspondence, reports, projects and programmes in collaboration with the Administrative/Executive Secretary. 12. Conducts file searches, identifies background correspondence and retrieves information related to matters being dealt with by the Coordinator and other staff members. 13. Maintains and circulates to all professional staff members a float file of all outgoing general correspondence and a chronological file of all incoming correspondence 14. Coordinates administrative arrangements for technical and Training meetings/workshops 15. Undertakes such travel as may be required from time to time in connection with duties assigned by the Coordinator. 16. Ensures that adequate stationery is available for work in progress. 17. Ensures the timely and efficient dissemination of information within and out of the Coordinating Unit; 18. Maintains Personal Records including annual and sick leave in close collaboration with Agency’s Secretary. 19. Maintains the programme events calendar and travel schedules of the Agency in consultation with the Agency’s secretary. 20. Follow-up with programme leaders to ensure that deadlines as relating to service contracts are being adhered to 21. Takes and prepares minutes of Project Staff and other Meetings. 22. Ensures that staff receive communication directed to them in a timely manner. 23. Performs such other job-related duties as may be assigned from time to time by the Head of Unit/Technical Coordinator or other duly authorized staff member in his/her absence
CONDITIONS General administrative office accommodation provided. 1. Expected to take proper care of office equipment in use – computer, photocopier, typewriter and fax machine. 2. Institutional support provided through documented rules and regulations, general policy guidelines and through access to available relevant information resources and facilities. 3. Required to contribute to the National Insurance Scheme (NIS) and to participate in the Group Insurance Plan maintained by the Agency. 4. Subject to general service conditions applicable to established staff of the Agency.
EVALUATION CRITERIA Work performance will be evaluated on the basis of the following: 1. Error margin and the quality of typed correspondence and documentation. 2. Time taken to complete assignments and ability to meet set deadlines. 3. Accuracy of information reported from files and ease with which data is retrieved from filing system. 4. Responsiveness in handling telephone calls, inquires, visitors and urgent assignments. 5. Demonstrated secretarial ability, commitment and exercise of initiative. 6. Demonstrated flexibility 7. Effectiveness of information disseminated from the Coordinator to staff of the Coordinating Unit and other entities.
