SUMMARY OF CONSULTANCY SERVICES REQUIRED
The Project and Administrative Assistant will provide consultancy services for the Technical Programmes Unit across all its technical programs. The Project and Administrative Assistant provides common project, administrative and logistical assistance to ensure consistency, quality service delivery, and enable effective project implementation. This also includes supporting all planning activities and assisting with the coordination of programme -related functions, and/or special events as appropriate.
KEY SERVICES TO BE PROVIDED
The Project and Administrative Assistant:
Project/Programme Support
- Assists the Technical Programmes unit with project development, strategic planning, coordination and administrative support to meet its objectives and activities directed at national, regional and international markets.
- Works directly with selected BSO’s to facilitate the execution of the Agency’s interventions/activities.
- Support project leads in the coordination of internal and external events, training sessions and workshops.
- Provides support to the Grants team in the administration of the grant programmes.
- Performs information gathering and basic research tasks for the purpose of analysis and the preparation of reports.
- Supports the Unit in its procurement processes by assisting with the shortlisting of candidates, channeling of communication effectively, and by supporting all logistics related to arranging interviews.
Administrative Support
- Assists with the preparation of documents and efficient processing in the Agency’s Management and Reporting processes.
- Prepares and maintains databases for corporate and project related activities and contracts.
- Ensures accurate physical and electronic filing of documents in accordance with Agency Policies.
- Supports the processes related to administrative and technical assistance payments.
- Manages and maintains the Unit-level correspondences – including drafting formal letters to public and private counterparts, arranging signatures, sending and confirming receipt.
- Support the implementation of internal controls used to mitigate risk and standardise outputs by ensuring the correct accounting of expenses, use of templates, and channelling of resources, and document submissions. This includes liaising with the Finance and Operations Unit to ensure compliance.
- Supports the design and logistics of missions – clearances, meetings and travel logistics and other arrangements.
- Supports the building of private sector awareness through the planning and coordination of educational activities such as workshops, seminars and targeted missions.
- Provides support to the onboarding of new members to the Unit including collaboration with the HR, Operations and Finance, and IT departments to arrange provisions.
- Assists with the preparation of monthly, quarterly and annual reports and departmental papers as required.
- Schedules and coordinates meetings, events, interviews, appointments, and/or other similar activities.
EDUCATION/ EXPERIENCE
- Bachelor’s Degree in any of the following areas: Economics, Business/Office Administration, Project Management, Marketing or other related field.
- A minimum of 2 years work experience in General Office Administration, Project Management/ Project Coordination or Accounting environment.
- Experience functioning at the regional/international level in any of the above fields would be an asset;
- Fluent in spoken and written English. Ability to communicate in Spanish, French, or Dutch, would be an asset.
- This position is open to CARIFORUM nationals only.
REQUIRED DOCUMENTATION
Interested parties are to submit their CV and Motivation Letter to Mr. Wayne Elliott, Manager – Technical Programmes, at technicalprogrammes@carib-export.com by Sunday 23rd March 2025 11:59 pm.
Download the full terms of reference.
