ADMINISTRATIVE SECRETARY

GOVERNMENT OF SAINT LUCIA/ HUMAN CAPITAL RESILIENCE PROJECT

REQUEST FOR EXPRESSIONS OF INTEREST: ADMINISTRATIVE SECRETARY

The World Bank’s Board has approved US$20 million credit from the International Development Association (IDA) of the World Bank Group to finance the Saint Lucia Human Capital Resilience Project (SLHCRP).The Project seeks to strengthen the resilience of Saint Lucia’s population by using a two-pronged approach to strengthen human capital.

The Project includes a component on Technical and Vocational Education and Training (TVET), which focuses on the promotion of higher quality technical and socio-emotional skills and the transformation of the TVET sector from a supply-driven system to a demand-driven system that responds to a dynamic labour market.

The Social Protection (SP) component concentrates on strengthening SP Policy Frameworks and improving the implementation of flagship social programs with an emphasis on increasing the efficiency and coverage of the Public Assistance Program (PAP), Saint Lucia’s main cash transfer program.

The Project will be implemented through a Project Implementation Unit (PIU) that will carry out the activities in pursuit of accomplishing the objectives. The PIU will be headed by a Project Manager (PM) who reports to the Permanent Secretary (PS), Department of Education, Innovation and Gender Relations.

The Department of Education, Innovation and Gender Relations, the Project Executing Agency, now invites interested eligible individuals to submit Expressions of Interest for the position of Administrative Secretary.

The Administrative Secretary shall provide general administrative support and secretarial services to the PIU.

The duration of the assignment is expected to be for a period of sixty (60) months. Contracts will however be offered for one (1) year, and will be subject to renewal based on job performance.

Expressions of Interest will be evaluated based on the following: expertise, qualifications and experience in undertaking similar assignments. The Expressions of Interest should include the Consultant’s updated curriculum vitae including: (i) personal and technical skills, (ii) experience in working with similar projects in developing countries, and (iii) the names of at least three (3) references with contact information (e-mail address, telephone or fax numbers).

In the evaluation of submissions, consideration will be given to technical competence, qualifications and experience – as delineated in the attached Terms of Reference for this position,- local and regional experience on similar assignments, and existing commitments.

Following the assessment of submissions, the most technically capable and appropriately experienced applicants will be invited to an interview. The Department of Education, Innovation and Gender Relations reserves the right to accept or reject late applications or to cancel the present invitation partially or in its entirety. The Department will not be bound to assign any reason for not shortlisting any applicant, and will not defray any costs incurred by any applicant in the preparation and submission of Expressions of Interest.

Applications must be submitted in English to the address below and reach the Office of the Permanent Secretary, Department of Education, Innovation and Gender Relations no later than 4:30 pm local time on Friday, July 03, 2020.

Permanent
Secretary

Policy
& Administration Unit

Department
of Education, Innovation & Gender Relations

4^th
Floor, Francis Compton Building

Waterfront,
Castries

SAINT
LUCIA

Please
note that the sealed envelope containing each submission should include the
name and address of the applicant, and shall be clearly marked “Human Capital Resilience Project- Title of
Position”.

Further information including details of the project may be obtained by contacting 468 5285/5259 between 9:00 am and 4:00 pm local time, Monday to Friday, or by emailing cpusecretary@education.gov.lc

Saint Lucia Human Capital Resilience Project –P170445

PROJECT MANAGEMENT DUTIES/RESPONSIBILITIES, SKILLS AND QUALIFICATIONS

Terms of Reference for Administrative Secretary

Background

The World Bank’s Board has approved USD$20 million credit from the International Development Association (IDA) of the World Bank Group to finance the Saint Lucia Human Capital Resilience Project (SLHCRP). The Project aims to strengthen the resilience of Saint Lucia’s population by using a two-pronged approach to strengthen human capital. The components of the Project are as follows:

1. Strengthening of Technical and Vocational Education and Training (“TVET”) through enhanced enabling environments and course offerings for TVET, which will focus on the promotion of more and higher quality technical and socio-emotional skills and the transformation of the TVET sector from a supply-driven system to a demand-driven system that responds to a dynamic labour market.
2. Strengthening the Social Protection (SP) System through the enhancement of SP Policy Frameworks and improving the implementation of flagship social programs with an emphasis on increasing the efficiency and coverage of the main cash transfer program – the Public Assistance Program (PAP).
3. Provision of technical assistance, capacity building, TVET equipment and furniture, and Project Management support.

The Ministry of Education, Innovation, Gender Relations and Sustainable Development (MoE) and the Ministry of Equity, Social Justice, Local Government and Empowerment (MoEQ) will work closely with the Project Implementation Unit (PIU) for the implementation of Project activities. The services of an Administrative Secretary are hereby being sought.

Objective:

The Administrative Secretary is expected to provide general administrative support and secretarial services to the PIU.

Terms of Assignment

The Administrative Secretary will report to the Project Manager. The salary assigned to this post will be consistent with the level of responsibility envisaged within the scope of the Government of Saint Lucia’s salary scale, and commensurate with the individual’s qualifications. It must be noted that this post does not include relocation allowance.

Duties and Responsibilities:

The Administrative Secretary will assist the PIU with the administration of documentation related to procurement and general office management. The duties/responsibilities of the Administrative Secretary include, but are not limited to:

• Provide office attendant and secretarial support to the Project Manager and other officers in the PIU;

• Record all messages for the Unit in the absence of any officer;

• Complete office administration (filing, copying, telephone/fax, e-mail etc.) and other secretarial duties;

• Arrange appointments, receive visitors, place and screen phone calls, etc.;

• Respond to routine requests for information either by fax, telephone or e-mail;

• Organize the processing and filing of all correspondence, as well as maintain a log of entry and exit of all correspondence;

• Assume responsibility for basic data processing, which should include filing and retrieval of records and reports, retrieval of documents from computer memory, logging of all electronic files in logbook, and word processing;   

• Assist in creating and maintaining necessary databases, tracking, and filing systems;

• Archive project documents and maintain a proper filing system to ensure quick retrieval of information by the Project Team, visiting World Bank Missions, Annual Auditors, etc.;

• Coordinate itineraries and act as host for visiting specialists, World Bank Missions and other consultants;

• Prepare, distribute and file meeting agendas and minutes of meetings;

• Manage office assets, and inventory and maintain an up-to-date inventory list; and

• Maintain office equipment, supplies and perform all other administrative duties, as required by the Project Manager.

Skills and Qualifications (Minimum Requirements):

Associate Degree in Secretarial Studies, Business Administration, or other related disciplines;

Office management, communication and organizational skills;

Extensive knowledge and use of all relevant computer software, including Microsoft Office; and

Strong interpersonal and verbal communication skills in order to deal tactfully and effectively with internal/external contacts at all levels.

Selection Criteria:

1. Experience in working on World Bank or donor-funded projects in the Eastern Caribbean;
2. Training and experience in office administration;
3. Suitable academic qualifications; and
4. Should be eligible to work in Saint Lucia.

Duration

The Administrative Secretary’s contract will be for a period of one year initially, and will be subject to renewal based on measurable performance in satisfying the objective of this position.