Executive Assistant (Disaster Management Division) CDEMA Coordinating Unit

Transcription

1 Job Opportunity: Executive Assistant (Disaster Management Division) CDEMA Coordinating Unit Competition Reference No. CDEMA-CU/ADMIN/05 Application Deadline Date May 31, 2012 Location Organization Bridgetown, Barbados Caribbean Disaster Emergency Management Agency The CDEMA Coordinating Unit (CU) is inviting applications for the post of Executive Assistant (Disaster Management Division). The Executive Assistant will be responsible for providing secretarial and administrative support services to the office of the Deputy Executive Director. Open To: Employees of the CDEMA CU as well as all citizens and permanent residents of Barbados Salary and Benefits: The salary will be based on the individual s qualifications and experience. Merit Criteria: 1.0 Qualifications and Experience 1.1 Certified Professional Secretary (CPS), Certified Administrative Professional (CAP), or equivalent qualification 1.2 Associate Degree in Administrative Management, Business Administration or equivalent qualification. 1.3 At least five (5) years secretarial and administrative work experience, with two (2) years postqualification experience providing support at an executive level 1.4 Experience in scheduling travel arrangements for management executives

2 2.0 KNOWLEDGE, SKILLS AND ABILITIES 2.1 Knowledge of 2.2 Skills MS Office, including Word, Excel, PowerPoint, Project and Outlook Office management principles and procedures Project management principles would be an asset Records management and maintenance Calendar management including the coordination of complex executive meetings Creation of PowerPoint presentations for executives Effective interpersonal, oral and written communication Program and administrative management Report-writing The application of the overall mission of the Division to the performance of executive support activities. 2.3 Ability to: Work effectively with a wide range of stakeholders in a diverse community Coordinate multiple assignments Investigate and analyze information to draw conclusions Make administrative and procedural decisions and judgments on sensitive, confidential issues Foster a cooperative work environment Analyze and solve problems Maintain confidentiality Information Notes: 1. Candidates must clearly demonstrate in writing that they have met all of the criteria. Failure to do so may result in the application not receiving further consideration. 2. Send applications, including Resume, three (3) testimonials and copies of certificates via to hr@cdema.org Quote selection process number: CDEMA-CU/ADMIN/05 3. Acknowledgement of receipt of applications will not be sent. CDEMA would like to thank all candidates who apply, however, only those selected for an interview will be contacted.

3 JOB DESCRIPTION Position Title: Division: Reports to: Direct Reports: Executive Assistant Disaster Management Division (DMD) Deputy Executive Director (DED) N/A 1.0 FUNCTIONAL RELATIONSHIPS The Executive Assistant will work under the direction of the Deputy Executive Director (DED) and will liase with other staff of the Disaster Management Division (DMD) and other Agency staff as required. 2.0 SUMMARY Provide secretarial and administrative support services to the office of the DED by: 2.1 Ensuring appropriate communication and coordination within the DMD, the Office of the Executive Director and the Coordinating Unit staff. 2.2 Demonstrate knowledge and understanding of those units within the Disaster Management Division and ensuring Executive level internal and external communication is dealt with in the strictest confidence and the appropriate proactive interventions made. 3.0 DUTIES AND RESPONSIBILITIES Specifically, the Executive Assistant will: 3.1 Provide organizational and planning support to ensure efficient and effective management of activities being coordinated by the DED. 3.2 Develop, maintain and create administrative processes and procedures to ensure the effective and efficient operation of the office of the DED. 3.3 Coordinate administrative and logistical arrangements for internal and external meetings and workshops being undertaken by the office of the DED in accordance with stipulated requirements. 3.4 Responsible for the accurate recording, preparation and circulation of minutes of meetings as required. 3.5 Provide updates to the DED on the status of issues before scheduling meetings. 3.6 Manage the diary of the DED

4 3.7 Plan and organise the scheduling of travel arrangements for the DED. 3.8 Prepare and dispatch correspondence to support the functioning of the DMD as required 3.9 Support the Management team of the DMD in the maintenance of the appropriate electronic and manual files Provide administrative assistance to the units within the DMD to ensure the smooth functioning of the Division Undertake such travel as may be required from time to time in connection with duties assigned by the DED Prepare Material/Service Requisitions (MSRs) and Purchase Orders (POs) as required Prepare the respective budgets for the meetings planned by the office of the DED Provide monthly activity reports Participate in disaster response activities of the agency, as may be required Perform such other job-related duties as may be assigned from time to time by the DED or other duly authorized staff members in her absence. 4.0 CONDITIONS 4.1 General administrative office accommodation provided 4.2 Expected to take proper care of office equipment in use - computer, photocopier, fax machine 4.3 Institutional support provided through documented rules and regulations, general policy guidelines and through access to available relevant information, resources and facilities 4.4 Position may require periods of travel to CDEMA member states as well as other destinations 4.5 Subject to general service conditions applicable to established staff members of the Agency 4.6 May be required to work outside of normal working hours with little or no notice 5.0 EVALUATION CRITERIA Work performance will be evaluated based on performance standards established in the performance plan developed with the immediate supervisor. The performance plan will include performance objectives and job standards including: 5.1 Preparation of minutes of meetings in format consistent with the Agency s standard and practice 5.2 Timely completion of assignments and reports and the ability to meet deadlines. 5.3 Accuracy of information reported from files and ease with which data is retrieved from filing system.

5 5.4 Recording and maintenance of expenditure items for relevant meetings in keeping with the budgetary requirements 5.5 Responsiveness in handling urgent assignments. 5.6 Demonstrated administrative ability, commitment and exercise of initiative and demonstrated professionalism. 5.7 Technical accuracy and general quality of assignments. 5.8 Effective and efficient operation of the office of the DED 5.9 Demonstrated reliability and flexibility Effectiveness of information disseminated from the Disaster Management Division to staff of the Coordinating Unit and other entities Knowledge and understanding of and the effective application of the Agency s policies and objectives Communication Effectiveness Ability to maintain confidentiality