Objective:  To provide effective and efficient administrative services to the Representative and Management Team; and provide assistance to the Administrative Unit in financial and administrative controls for the Bank.

Key Accountabilities:

• Executes day-to-day administrative and 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 details of policies and procedures and applies to own work.
• Works under supervision of others to complete moderately complex tasks.

Executive Support to Representative and Management Staff:

• Manages supervisors’ schedules by programming and monitoring their meetings, interviews, inspection visits, missions, and workshops, including travel and logistics requests.
• Identifies deviations from work plans and pending activities of supervisors, monitoring and re-programming agendas.

• Anticipates the supervisors’ information needs, compiling 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.

• Coordinates missions for high-level Executives, determining required logistics.

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

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

• 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.

Administrative Support Services:

• Uses Bank specific financial system to process payment to vendors, meeting deadlines at every stage.

• 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.

• Assists assigned officers in coordinating activity schedules and event logistics, as needed.

• Uses Bank communication resources to make, receive and route calls and transfer messages.
• 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. 

As the Executive Administrative Assistant, must maintain that the Country Representative is the priority.  Reports to the Administrative Officer as the day-to-day Supervisor, with the Country Representative as the overall 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.

Qualifications and Requirements:

Associate Degree in Business Administration, General Studies, or other relevant discipline, or completion of formal secretarial training.

Ability to speak and write both English and Spanish fluently.

Proficiency in Microsoft Office is highly desirable.

A minimum of three (3) years of relevant experience.

Competencies

Self motivated, dynamic, innovative

Excellent planning and organizational skills

Ability to work well under pressure and meet deadlines

Salary will be commensurate to qualifications and experience.

Location: Belize City (candidate must be resident of Belize City)

Deadline: Saturday, April 1st, 2023

Email resume or CV to : fusionhrbelize@gmail.com or cso-cs@fusionhumanresources.com

501-223-2891