Administrative Assistant - G06

Administrative Assistant - G06

Please note that the OAS does not sponsor Jamaica work permit authorizations for this position and therefore applicants must be nationals of Jamaica or be authorized to work in the country.

Duties and responsibilities:

Under the general oversight of the Coordinator of the COGSMS, and the direct supervision of the OAS Representative at the National Office, the Administrative Assistant’s duties and responsibilities are the following:

Technical/Administrative Responsibilities:

• Identify diverse administrative issues and problems as they arise and determine appropriate actions to resolve them.  
• Within delegated authority, assume stand-by oversight of the operations of the Office in the absence of the Representative (vacation, short term special leave, etc.) by keeping abreast of the main parameters of operation of both the Representative and the Office on the basis of familiarity with the agenda and mission of the latter, and by closely following applicable guidelines and rules of operation, and as may be necessary seeking guidance from the Coordinating Office.
• Assist in the acquisition of background data and preparation of reports (e.g., progress, project execution in the country, annual reports of the activities of the Office) ensuring timely submission to Headquarters. Procure applicable materials through exchanges of communication; prepare routine correspondence as well as status updates of administrative actions.
• Assist in arranging the dissemination of information for public release by collaborating with other applicable parties (e.g., mass media) and following-up when necessary to ensure positive results.
• Assist in the administration of the OAS Fellowship Program, which includes but is not limited to following-up on processed applications, ensuring completeness of data and supporting documents, and forwarding the applications to OAS Headquarters with strict adherence to deadlines at every stage of the process.

Finance and Accounting Responsibilities:

• Maintain ledgers and accounting records; this includes but is not limited to classification, and recording of the financial transactions, and performing reconciliation of accounts of funds assigned for the maintenance of the Office and field projects.
• Calculate and pay bills/invoices (allowances, local travel claims of experts, consultants, project vendors, etc.), which includes but is not limited to verification of the objectives of expenditure, accuracy of computations, and proper authorization from allocations in accordance with the Office budget and the Department of Financial Services (DFS). Ensure that all records and authorizations are maintained in a systematic and organized manner.
• Liaise with local bankers of the OAS Office in the Member State to obtain timely statements, exchange rates, changes in procedure, and matters pertaining to the maintenance of accounts for the purpose of reconciling the local bank book and financial data.
• Assist in monitoring project accounts by preparing data for cost estimates and disbursements related to projects in the field. Periodically update the field project disbursement records verifying their accuracy with the consolidated monthly schedule record from headquarters.
• Provide information on budgetary and financial issues; monitoring funds availability and implementation of activities in various projects developing cost proposals, researching, and summarizing information.
• Coordinate, prepare and review financial requests against available funds, ensuring that requests are within budget, obtaining clearance and approval, and following-up with other OAS entities as appropriate, as well as preparing and reviewing all correspondence involving budgetary and financial matters.

Other Responsibilities:

• Establish and maintain efficient relationships with a broad range of staff at all levels, obtaining background information and documents on human resources, budgetary and financial matters.
• Coordinate the Representative’s schedule (meetings, travel, etc.); make preparations for meetings with high-ranking visitors, government officials and others; screen telephone calls and route queries concerning office activities, arrange receptions organized by the Office.
• Assist the Representative in the preparation of meetings; this includes but is not limited to conducting background research and preparing comprehensive briefing materials; ensuring the orderly attention to staff matters, taking notes, etc.
• Prepare informal translations attaching necessary background information. Follow-up on correspondence to ensure that it reaches the correct locus of action, ensure that records are accurately filed.
• Maintain and ensure that office files (policy, confidential, general management, and databases) are well organized and up to date.
• Organize the procurement of office supplies and equipment either locally or through the Department of Procurement Services (DPS) at OAS Headquarters to ensure smooth continuity of office’s operations.
• In coordination with the Representative, supervise the work of junior staff (e.g., Clerk/Messenger/Chauffeur); brief and supervise short-term contractors, giving guidance on office procedures.
• Perform other related duties as assigned, including providing support to other dependencies of the OASG, replacing and backstopping for other personnel.

QUALIFICATIONS:

EDUCATION & EXPERIENCE:  

• Essential:  High school or technical/commercial training and 7 years of relevant experience in administrative operations and/or secretarial work OR advanced training and 5 years of relevant experience.
• Desirable:   Experience or knowledge of the OAS mandate and priorities as related to the area of work and/or the dynamics of the Inter-American agenda and system.

COMPUTER SKILLS:  Ability to effectively work using Microsoft Office (e.g. Outlook, Word, and Excel) and software applicable to the area of work.

LANGUAGES :

• Essential  – Proficient knowledge of the language of the duty station (English), and basic knowledge of another of the official languages of the Organization: Spanish, French, Portuguese (read, write and communicate). Language proficiency examination will be required.
• Desirable  – Working knowledge of Spanish/French and/or Portuguese.

PERSONAL COMPETENCIES:  Client Orientation, Knowledge Sharing, Teamwork, Interpersonal Skills. Ability to clearly communicate in the languages required for the post.

The GS/OAS embraces equality, diversity and inclusion. Thus, the GS/OAS, in accordance with its rules and regulations, is committed to providing equal opportunities in employment, achieving a diverse staff, and will take into account a wide geographic representation, as well as gender equity and equality, in the selection of candidates.

Please note that the mandatory retirement age for staff members at the General Secretariat of the OAS is 65 .

In accordance with paragraph f. of Article 44 of the General Standards, the official languages of the Organization are English, French, Portuguese, and Spanish.   No candidate for a position in the General Secretariat subject to the competition requirement shall be contracted until he/she has passed language proficiency exams administered by the DHR in at least two of the official languages. Nevertheless, i)   Any candidate, including staff member whose native language is one of those four languages shall only be required to demonstrate proficiency on an exam in one of the others; and (ii)   Persons applying for G-1 and G-2 positions at Headquarters and G-3 driver/clerk positions in those Offices of the General Secretariat in the Member States where the language requirement unduly restricts the recruitment of otherwise qualified staff shall be exempt from this language proficiency requirement for as long as they occupy those positions. Subsequently, in order to be eligible to compete for a higher-level position, any staff member who has benefited from this exemption must demonstrate proficiency in a second official language of the Organization. (iii) A person selected as the best candidate may receive a fixed-term contract, which will be considered to have lapsed in case the person does not pass the required language examination within the 36 months following the appointment.

Benefits

- Paid Annual Leave: 21 days from 1st year.  Increase to 30 days within 5 years. 
- Sick Leave and Parental Leave.
- Health and Life Insurance: OAS pays 2/3 of premium health, 100% life
- Pension and Savings Plans: OAS contributes 14% of pensionable remuneration to a Retirement and Pension Plan. Staff contribute 7%.