Administrative Assistant- Tobago

The Children's Authority of Trinidad and Tobago is a specialized agency with the responsibility for the care and protection of children, especially those who are at risk or have been victims of abuse or neglect.

The Children's Authority of Trinidad and Tobago is seeking to recruit for an Administrative Assistant, on contract.

The Administrative Assistant will be required to provide confidential, accurate, professional and efficient administrative support as directed by the Manager, Tobago Operations. The incumbent will ensure all records are maintained in keeping with set standards, operating procedures and in accordance to the Law.

Principal Accountabilities/ Key Functions:

• Perform duties of receptionist; answer and direct phone calls for the Tobago Operations department.  Open and sort incoming mail and make arrangements for all outgoing mail.
• Assist in the planning, scheduling and execution of meetings, ensuring accurate minutes are taken and prepared for distribution.
• Establish an efficient record keeping system and maintain accurate records of activities and information including materials of a confidential nature. 
• Receive and screen visitors to the Tobago office.
• Act as the liaison between the Tobago Operations and key shared service departments such as PLT, Finance, Workplace and ICT.
• Ensure adequate inventory for the upkeep of the Tobago Operations department.  Place orders following the documented procurement process ensuring no gaps in inventory.
• Assist in the preparation and finalization of regularly scheduled reports. Prepare and distribute correspondence, memos, letters and forms in accordance to standard operating procedures.
• Assist with collating of information, writing of reports, and ensuring decisions made and relevant actions are taken as communicated to the relevant stakeholders.
• Prepare and distribute documents such as notices, agendas, correspondence, memorandums and presentations for and on behalf of the Manager, Tobago Operations.
• Provide general support to the Tobago Operations as directed.
• Order office supplies and book travel arrangements as and when necessary.
• Manage the petty cash for the Tobago Operations according to the set guidelines.  Reconcile and request funds as needed.
• Reconcile expense reports for submission to the Manager, Tobago Operations.
• Perform any other duties that are necessary to give effect to the matters above as assigned by the Manager, Tobago Operations.

 Minimum Qualifications:

• Associate Degree in Business Administration or Business Management.
• Two (2) years’ experience working in an Administrative capacity.
• Proficient in Microsoft Office Suite with emphasis on MS Excel and MS Power Point.
• Administrative Professional certification will be considered an asset. 

The Authority would like to thank all applicants for their interests, however, only shortlisted candidates will be contacted.

Deadline: October 30, 2023