Office Administrator

Caribbean, Jamaica

Position Title:                          Office Administrator (Full Time)         

Position Location:                   Jamaica

Reports to:                              FSSP Project Manager 

Contract Term:                       1 Year, Renewable

Application Deadline:             October 28, 2022

Expected Start Date:              November 7, 2022

BACKGROUND:

World University Service of Canada (WUSC) is a Canadian non-profit organization working to create a better world for all young people. We bring together a diverse network of students, volunteers, schools, governments, and businesses who share this vision. Together, we develop solutions in education, economic opportunities, and empowerment to overcome inequality and exclusion for youth around the world, particularly young women and young refugees. WUSC currently works in 25 countries across Africa, Asia, the Middle East, and Latin America, with an annual budget of approximately CAD $40 million. We have over 90 staff in our Ottawa office, and over 200 people overseas implementing 16 development projects in collaboration with donors such as Global Affairs Canada, the UK Foreign, Commonwealth, and Development Office (FCDO), the MasterCard Foundation, World Bank, the Asian Development Bank, and the African Development Bank. 

THE FIELD SUPPORT SERVICES (FSSP) PROJECT:

WUSC recently signed a contract for the management and implementation of the Field Support Services Project (FSSP) in the Caribbean, funded by Global Affairs Canada (GAC). To ensure the quality and relevance of Canada’s support in responding to the Caribbean’s development challenges, the Caribbean Regional Development Program (CRDP) requires access to technical expertise with local knowledge and experience, sector studies and strategies, program-level monitoring, and support to aid effectiveness activities. To meet these needs, GAC has designed FSSP to provide the required technical, administrative, procurement, financial and logistical support services.

RESPONSIBILITIES

Reporting to the FSSP Project Manager, the Office Administrator is responsible for the delivery of logistics, administrative, and procurement services for overall effective and efficient functioning of the office. He/She will also provide some accounting assistance.

KEY AREAS OF RESPONSIBILITY

Support the operations of the FSSP headquarters office in Jamaica and as needed the Satellite offices in Barbados and in Guyana to include the following but not limited to:

   ADMINISTRATION

  1. Provision of administrative services, such as document production and binding, proper maintenance of the record keeping and filing system of the FSSP;
  2. Coordinate project activities with internal and stakeholders which includes organization of project-related meetings, training and consultations
  3. Answering calls and receiving visitors;
  4. Support the implementation of office policies, systems and procedures, in line with WUSC policies, and offer suggestions for improvements;
  5. Maintain personnel files, support orientation of new staff, volunteers and Technical Specialists as necessary;
  6. Support the preparation of reports, presentations, memorandums, proposals and correspondence, and Minutes of meetings as required;
  7. Schedule appointments and meetings for the FSSP Project Manager, visiting personnel and consultants;
  8. Coordinate the functions of the driver as well as the use and maintenance of a log book for the project vehicle;
  9. Track office supply inventory and make necessary supply requisitions;
  10. Monitor office systems and operations including coordinating the necessary equipment maintenance and servicing where required;

   ACCOUNTING

  • Prepare payment requisitions and other financial documentation
  • l)     Maintaining the bank file and ensuring that all bank accounts information is properly filed and kept up to-date;
  • m)  Prepare adequate (original and external) support documents for expenditures, banking transactions, travel claims, procurement, consultant/staff contracts and payroll including tax returns and report to government officials are kept;
  • Assist in the preparation of budgets and expenses under the guidance and supervision of the Finance Officer;

    LOGISTICS

  • Logistical services such as arranging vehicle rental, travel arrangements, event and mission planning and management, etc;
  • Providing advice on coordinating permanent accommodation, utilities, security, permits and other official documents;
  • If required, facilitating or advising on local government documentation requirements, visa and work permit processes and other related services such as arranging for security, utilities, clearance of shipments, vehicle registration and accommodation;

    PROCUREMENT

  • Procurement services for goods and services, including but not limited to procurement of Technical Specialists through local and international competitive and non-competitive processes;
  • Assist with developing procurement plans and operational documents;
  • Perform any other duties, as assigned.

QUALIFICATIONS AND COMPETENCIES:

  • Minimum qualification of Professional Secretarial Designation (APS, CAP), or undergraduate degree in Office Administration, Business Administration; or the equivalent;
  • Minimum of 5 years of administrative assistance work experience;
  • Knowledge and/or experience in Human Resource Management would be an asset;
  • Proven knowledge of office administration, especially record keeping and data management;
  • Knowledge and experience in preparing budgets and handling expenses;
  • Experience in procurement and providing logistical support ;
  • Attention to detail and sensitivity to confidential information;
  • Works with a high degree of accuracy in preparing and entering information;
  • Able to adapt to changing circumstances, with the capacity to find innovative ways to manage issues and challenges;
  • Manages time productively and efficiently and meet changing deadlines;
  • Self-directed and able to complete projects with limited supervision;
  • Excellent interpersonal and team-building skills;
  • Good analytical, problem-solving, and decision-making skills;
  • Demonstrated ability to use discretion and good judgment; honest and trustworthy;
  • Highly proficient in the use of Microsoft Office and Google software including Gmail, calendar, drive, spreadsheet, word processing, and presentation software;
  • Excellent oral and written communication skills in English;
  • Language proficiency in French, while not required, would be an asset

WHY WORK WITH WUSC?

Join Us. Our work is important, cutting-edge, and fast-paced. We encourage curiosity, innovation, and flexibility, and we provide a phenomenal learning experience.

WUSC offers a dynamic international work environment with a diverse intercultural workforce. We offer employees exciting opportunities to apply their skills and gain experience all while making a difference in the lives of youth around the world. Employees at WUSC work hard to create lasting change in education, economic opportunities, and empowerment.

APPLICATIONS:

WUSC’s activities seek to balance inequities and create sustainable development around the globe; the work ethic of our staff, volunteers, representatives and partners shall correspond to the values and mission of the organization. WUSC promotes responsibility, respect, honesty, and professional excellence and will not tolerate harassment, coercion, sexual exploitation or abuse of any form. Successful applicants will be required to undertake an enhanced criminal record check where appropriate.

WUSC is an equal opportunity employer. We welcome and encourage applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process.

This position is open to all suitably qualified CARICOM Nationals. Only those candidates selected for an interview will be contacted. No telephone calls please.

If you wish to apply for this position, please send a cover letter and CV by October 28, 2022 to [email protected] . Please indicate “FSSP Office Administrator – Jamaica” as the subject line of your email.

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