Unit Assistant (Finance / Procurement)

Announcement of Vacancy: 

Suitably qualified citizens of the Member States and Associate Members of the Association of Caribbean States are invited to apply for the position of Unit Assistant (Finance / Procurement) at the ACS Secretariat at its headquarters in Port of Spain, Trinidad and Tobago.

Reporting to: 
Chief Operating Officer
Type of appointment: 
Full time
Duration of appointment: 
30 months
Duties and responsabilities: 
  • Prepare letters, verbal notes, circular notes, emails, or any other documents, in two (2) official languages of the ACS - Spanish, English and French (where applicable) and follow up on correspondences sent;
  • Prepare and review documents as it relates to preparation of the monthly payroll;
  • Render logistical assistance including the preparation and proofreading of documents for all meetings under the purview of the Budget and Administration Unit;
  • Prepare and review documents as it relates to preparation of the monthly ACS VAT Returns;
  • Prepare and review documents as it relates to preparation and reconciliation of Petty Cash;
  • Perform data entry into the ACS Accounting system;
  • Prepare bank reconciliations;
  • Assist with Budget preparation reports;
  • Assist with the finance functions related to ACS projects;
  • Provide courtesy translation of documents (approximately 2 - 3 pages); 
  • Manage and maintain physical and electronic records for the Unit in accordance with established ACS policy, procedures and standards;
  • Copy and forward all correspondences to the general archives of the Secretariat;
  • Dispatch correspondences related to the official work of the Unit via mail, courier, hand and/or email when requested and follow up as necessary;
  • Manage email correspondences and follow up as necessary;
  • Arrange official appointments and manage the official agenda of the Chief Operating Officer in a timely, diplomatic and conscientious manner, providing confirmations, regrets, and reminders to all concerned;
  • Prepare dossiers for the official missions of the Chief Operating Officer, coordinating with other Directorates, Officials, related institutions and/or personnel as necessary;
  • Prepare the Value Added Tax (VAT) for the Chief Operating Officer;
  • Assist the Chief Operating Officer with personal matters which he/she requests, within the parameters of the organisation in an official capacity;
  • Represent the ACS at official meetings, events, workshops and conferences as designated; 
  • Assist with reception duties in order to relieve the Receptionist during scheduled breaks or in his /her absence from office;
  • Prepare Rapporteur’s Reports and Executive Summaries of ACS official meetings in compliance with established Agreements; 
  • Provide assistance and support to the Chief Operating Officer, Human Resource Officer, Finance Officer and Information Technology (IT) Officer as requested.
Minimum qualifications: 
  • A first-level university degree (Bachelor's) in fields related to Management, Accounting, or pursuing the ACCA qualification, or any other relevant areas;
  • Experience :

a)     Minimum of six months’ drafting reports and providing administrative support services;

b)     A working knowledge of Quickbooks will be considered an asset;

c)     Working in an international or regional organisation will be considered an asset.

Remuneration package: 
  • A Monthly Salary of US $1,206.32 (tax exempted);
  • Group Health Insurance Medical Plan.
Documentation required: 
  1. Full Curriculum vitae;
  2. University degree certificate;
  3. Language Proficiency certificates (not native tongue);
  4. Names of three (3) referees and contact information.
Notes: 

Due to the high volume of applications received, only short-listed candidates will be contacted for an interview.  These candidates will also receive notice of the final outcome of the selection process.

Level: 
Temporary Position
Job Title: 
Unit Assistant (Finance / Procurement)
Deadline for receiving applications: 
16 February 2024