Country Office Belize

Terms of Reference

Administrative Assistant

Objective:  To provide effective and efficient administrative support, events and logistical coordination and reception services as a member of the Country Office Administrative Team

Key Accountabilities:

• Executes day-to-day administrative support activities.
• Collects, extracts and/or input data to support unit activities and process transactions.
• Prepares standard and non-standard documents.
• Effectively uses standard and non-standard equipment, systems, and tools to perform work.
• Understands and follows relevant policies and procedures and applies to own work.
• Works under moderate to limited supervision of others to complete moderately complex tasks.

Administrative Support Services:

• As a member of the administrative team, works collaboratively and proactively with colleagues and clients.

• Identifies improvements opportunities and focus on efficiency with remain open to new ideas and approaches.

• Uses Bank specific financial system to process financial transactions and payments to service providers.

• Manages and process petty cash payment in the financial system and acts as collection personnel for refund transactions.

• Assists in the selection of goods and services provided, by requesting price quotes based on the Banks Procurement Policy.

• Proactively collaborates with team the planning of missions and event logistics, ensuring timely transfer to meetings and events.

• Responsible for the logistical coordination for workshop, seminars, and staff events; and implements best practices.

• Function as the receptionist, who is the first point of contact for a persons who visit the Country Office ensuring visitors are welcomed and attended to promptly.

• Proactively communicates with clients and colleagues to keep them up to date on the progress of service they are receiving and changes that affect them.

• Ensures that the Office list of business contacts and calendar of activities are updated in a timely manner.

• Assists in the yearly inventory of office furniture and equipment.
• Ability to interact effectively with staff and the public, commitment to service orientation. Capacity to work well in both a team and a self-directed environment with competing priorities and under pressure.
• Ability to build and maintain positive relationships and networks within and outside the Bank.
• Responds satisfactorily and quickly to unforeseen circumstances.

In the absence of the Representative Assistant, provides executive Support to Representative:

• Manages Representative schedule by programming and monitoring the daily activities including travel and logistics support.

• Identifies deviations from work plans and pending activities, monitoring and re-programming agendas.

• Anticipates the information needs, compiling and collaborating with other members of the team to prepare the necessary material on the topics of interest, including agendas, meeting briefs, talking points, drafting of acknowledgement letters, and other tasks that facilitate the Representatives ability to effectively lead.
• Collaborate with members of the team to coordinate missions for high-level Executives, determining required logistics.

• Coordinates confidential activities, exercising the highest standards of efficiency and discretion.

• Provide a bridge for smooth communication between the Country Office and the Government of Belize – Senior Officials, demonstrating leadership to maintain credibility, trust, and support with Senior Management Staff.

 During this period, must maintain that the Country Representative is the priority.  Reports to the Administrative Officer as the day-to-day Supervisor.

Complexity: Assignments include a significant variety of administrative functions, requiring thorough knowledge and understanding of the functions of the unit and related processes and procedures, overall understanding of the functions and objectives of the Office, as well as knowledge of Bank-wide processes and procedures pertaining to the areas of responsibility.  Most assignments require considerable judgment and consideration of multiple alternatives.  Some of the functions involve the verification and analysis of information: e.g., review of correspondence and other documentation submitted to Supervisor, research of information on Supervisor’s behalf, discussion of administrative issues when participating in Committees, preparation of reports for tracking of administrative and operational activities.

Coordination:  Work as a team to support the overall coordination of all administrative processes and activities of the admin unit, including control of the flow of information to and from the office, and quality control of documentation submitted for supervisor’s signature.  The position’s functions are directly related to the management of the Office and in direct support of management activities.  Work requires interaction with staff within and outside the organizational unit, as well as with external entities and individuals to coordinate Supervisor’s schedule and to exchange information relevant to the execution of the position’s functions and to the functions of the unit.

Independence:  Work at this level is controlled primarily by established policies and procedures and agreed upon objectives. Guidelines are, for the most part, of a general nature, requiring exercise of independent judgment in their application.  The incumbent establishes own priorities, selects most appropriate methods, and takes independent action, within established practices and procedures, to resolve administrative problems and conflicts.  Consultation with supervisor occurs, for the most part, on incumbent’s initiative to clarify policy related issues, discuss matters of concern or obtain guidance on new assignments. Only major assignments and work products are reviewed upon completion, at supervisor’s discretion, for attainment of objectives.

Requirement:  Associate Degree in Business Administration, General Studies, or other relevant discipline, or completion of formal secretarial training.  Ability to speak and write English fluently.  Spanish would be an asset. Proficiency in Microsoft Office is highly desirable.  A minimum of three (3) years of relevant experience.

Deadline : Wednesday, December 11th, 2024