Executive Assistant

The Executive Assistant provides high level administrative support to the Chief Procurement Officer (CPO) to contribute to the overall efficiency and effectiveness of the Department.

The incumbent is responsible for liaising with key internal stakeholders and ensuring that effective communication is facilitated for overall organizational effectiveness. The incumbent is also responsible for supervising the Administrative and Clerical staff in the Department.

Key Functions and Responsibilities

Development of Human Capital

• Supports the CPO in the administration of the HRM function within the Division
• Ensures that employees of the Department complete and submit leave forms as necessary;
• Assists in the development of an annual vacation leave roster for the Division
• Ensures that the leave records of employees within the Division are up to date and reconciled with that of the HR Division.  
• Ensures that all information relative to the HRM function in the Department is officially communicated to the HR Division as and when required

Administrative Functions

• Assists in the preparation of reports/spreadsheets/presentations as required by the CPO
• Assist in training and guiding staff on approved Departmental procedures and processes for example: requisitioning of stationery
• Supervises Administrative and Clerical staff to ensure professional standards are maintained and all approved administrative policies and procedures are adhered to
• Manages the calendar and schedule of the  CPO to ensure that meetings and appointments are recorded as necessary
• Manages and coordinates all arrangements for meetings, workshops, conferences and other similar events, both internally and externally, by providing logistical support
• Prepares meeting agenda and facilitates the taking of minutes/notes
• Ensures that the CPO is kept up to date on the status of actions and decisions as approved for implementation by the Department
• Receives and records all incoming correspondence including requests for information, submits to the CPO and takes action as directed by the CPO
• Coordinates activities related to processing, maintaining and updating of manual and electronic correspondence, documents and databases and office support as necessary
• Assists the CPO in the compilation of documents and related reports for the information of the CEO and/or Board of Directors
• Contributes to the re-engineering of Departmental procedures and policies as a means of improving Departmental work practices and arrangements
• Undertakes research, conducts analysis and prepares complex correspondence, reports, spreadsheets and other confidential documents including Board/Cabinet Notes
• Maintains liaisons with other Divisions/Departments to ensure that the needs of the Division are met and   that feedback is provided as necessary
• Ensures that the records management function of the Department is maintained in accordance with approved policies and procedures
• Coordinates all arrangements for overseas travel as necessary
• Performs advanced administrative/secretarial support to the CPO
• Receives and screens incoming calls and visitors, determining priority matters and notifying superior accordingly
• Operates standard office equipment and ensures routine maintenance - reports on any malfunctions and conducts necessary follow-up
• Ensures that adequate levels of stationery and office supplies are maintained for the Department
• Performs any other duties as may be assigned by the CPO

Kindly submit copies of relevant academic qualifications inclusive of Cover letters and CV's. Please note that ONLY academic qualifications from accredited instituitions will be accepted.

All applications must be submitted by 4.00pm on September 25, 2023. Hard copy applications should be submitted to:

Divisional Manager, Human Resources, Level 5, UDeCOTT Head Office, 38-40 Sackville Street, Port of Spain