Administrative Assistant Vacancy

MINISTRY OF BUSINESS

VACANCY

ADMINISTRATIVE ASSISTANT 

LOAN #: GY –L1059

ENHANCING THE NATIONAL QUALITY INFRASTRUCTURE FOR ECONOMIC DIVERSIFICATION AND TRADE PROMOTION

TERMS OF REFERENCE

1.0 BACKGROUND
The Government of Guyana, supported by the Inter-American Development Bank (IDB), is implementing a program for improving the National Quality Infrastructure in Guyana (NQI), Enhancing the National Quality Infrastructure for Economic Diversification and Trade Promotion.
The program’s main objective is to support economic diversification and exports through the enhancement of the NQI and through a National Export and Investment Promotion Strategy. Specific objectives are: (i) to enhance the capacity of the NQI; (ii) to improve facilities for the NQI; and (iii) to enhance the capability of export and investment promotion.In order to strengthen the institutional framework to facilitate quality improvements1, activities will be conducted in two fronts (supply and demand related): through the enhancement of the National Quality Infrastructure (NQI) and through a National Export and Investment Promotion Strategy. The program will be implemented in three sub components. In particular, the specific components of the intervention are:

Component I. Modernization of the Institutional Framework for the NQI (US$615,000).

The component will support the capacity building of the stakeholders of the NQI, in particular the GNBS, by strengthening the areas of technical regulations, compliance, conformity, accreditation and training, and capacity building of public and private stakeholders. The governance structure of the NQI will be streamlined to include the needs of private sector with priority given to non-traditional exporters and a network of laboratories will be created in order to promote the most efficient use of the current facilities. In addition, the network of laboratories under the GNBS will create a monitoring and evaluation system, in which data of the users of the NQI will be collected. This component will finance: (i) activities to support the accreditation process of existing laboratories; (ii) training and capacity building for laboratories in the network and for the GNBS; (iii) creation and operation of a network of laboratories; (iv) capacity building activities on SMEs and standards (v) the development of a strategic plan for the GNBS that aligns with both the regional and national policy framework; and (v) awareness campaigns on the use of standards and quality.

Component II: Improving Laboratory Facilities and Equipment (US$5,794,500). The objective of this component is to improve facilities for the NQI. This component will finance specifically: (i) architecture and engineering designs of the new laboratory facility for the GNBS,
including “green building” provisions; (ii) building of the new facility (the facility will house metrology, testing, chemistry and microbiology, and legal metrology); (iii) required equipment for the adequate functioning of the GNBS; (iv) maintenance contracts; (v) specific support to the
main laboratories related to the export/import processes under the MoH and MoB filling specificgaps in those laboratories; and (vi) a sustainability plan (to guarantee the sustainability of the investment, the development of the facilities will be concentrated in the core functions of theGNBS – metrology, calibration and testing – and will provide specific support to the Food and Drug and Agriculture facilities related to export promotion). Additional requirements, derived from quality value chain analysis that will be conducted on selected sectors and the quality bottlenecks, as part of the activities of Component III will be addressed by this component as well.

Component III: Implementing the National Export and Investment Strategy (US$1,160,000). In order to enhance the capability of export and investment promotion, this component will support: (i) technical assistance to design and implement a trade and investment
promotion strategy, including mapping major value chains; and (ii) technical assistance for thestrengthening of Go Invest and its ability to promote exports and attract foreign direct investment, especially in the sectors that will need the operation of modern certified lab facilities
that are required for accessing international markets. Program implementation will be the responsibility of The Ministry of Business; it will be
managed by a program executing unit.

2.0 CONSULTANCY OBJECTIVES
The objectives of this Consultancy are to: –
2.1 Assist in the overall administration of this Project. This includes performing non-routine
research, technical and administrative tasks related to the coordination and oversight of the
Project to ensure timely and effective project development to achieve its targets.
2.2 Ensures the effective and efficient functioning of the Office of the Project Manager.
2.3 Maintenance of protocols, procedures, management of information flow and follow-up on
deadlines and commitments.

3.0 ACTIVITIES
The Administrative Assistant will be responsible for undertaking the activities listed below, but
not limited to the list, in pursuance of the objectives and the expected results of the Program:
3.1. Assist in the collection, compilation and analysis of data relating to the project;
3.2. Assist in the Preparation of all relevant documentations for the disbursement of funds as required by the GOG and the IDB;
3.3 Collaborate with the financial management officer to prepare internal and external financial reports, including: disbursement projections, financial performance, follow up on outstanding invoices with clients and report back to consultants, prepare documents and reports required in the process of obtaining funds in accordance to the laws and regulations of the GOG;
3.4. Maintain an electronic database consisting of all relevant documentations for all areas of the loan, the procurement, monitoring and evaluation /and financial function;
3.5. Assist with managing changes to project scope, cost, schedule, and quality; ensures that all changes are documented and approved;
3.6. Coordinate meeting arrangements, establish and maintain internal and external contacts as necessary;
3.7. Assist the PM in monitoring, managing and responding to project risks and issues; recommending and implementing solutions; and
3.8. Perform project post implementation activities such as soliciting feedback from stakeholders, preparing reports; inter alia.
3.9 Maintenance of the Project Manager’s calendar, contacts with visitors, arrangement of appointments and meetings,
3.10 Monitor progress of activities of consultancies and ensure that they achieve timeline stipulated for the agreed upon task.
3.11 Undertake follow-up activities that may be required to complete project design based on pre-determined outputs.
3.12 Take minutes of meetings, draft correspondences, documents and reports.
3.13 Maintenance of protocols and procedures.
3.14 Preparation of briefing materials for the Project Manager’s appointments, meetings, missions.
3.15 Maintenance of rosters of high-level partners and telephone lists.
3.16 Use of automated office management systems for effective functioning of the Project Manager’s Office.
3.17 Maintenance of the filing system ensuring safekeeping of confidential materials.
3.18 Coordination of the information flow in the office, follow up on circulation files.
3.19 Execute other tasks as required to ensure the efficient execution of the project.

4.0 DELIVERABLES
The expected deliverables are:
4.1 Coordinated filing system.
4.2 Minutes, Contact List and Updated Schedule for the Project Manager.
4.3 Maintained communication and correspondence flow.
4.4 Records of Office transactions.
4.5 Monthly report of activities
4.6 Minutes of meetings, draft correspondences, documents and reports.

5.0 EXPECTED OUTCOMES
5.1 Orderly management of the office premises
5.2 Well maintained records tracking project transactions
5.3 Well equipped and resourced office
5.4 Up to date inventory and timely replenishment of office supplies
5.5 Recording of events in the office
5.6 Smooth Logistical arrangements

6.0 CHARACTERISTICS OF THE CONSULTANCY
6.1 Contract duration: One year; with the possibility of extension based on performance.
6.2 Place of work: Project Management Office, NQI, Ministry of Business, Georgetown, Guyana.
6.3 Environment of work: Both office and field work required.

7.0 QUALIFICATIONS AND REQUIREMENTS
The Administrative Assistant should have:
7.1 Degree in Social Sciences such as Public Management, International Relations, Sociology or other relevant field
7.2 Minimum of two years’ experience in a similar capacity.
7.3 Quick thinking ability, and proven ability to produce written products are highly desirable.
7.4 Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
7.5 Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, Steering Committee Members, external partners and donor.
7.6 Demonstrated proactive approaches to problem-solving with strong decision-making capability
7.7 Highly resourceful team-player, with the ability to also be extremely effective independently and Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
7.8 Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
7.9. Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

8.0 SUPERVISION/COORDINATION
The Administrative Assistant will report to the Project Manager of the PEU.

Application should be accompanied by a detailed Curriculum Vitae and names of Two (2) referees with the title of the job applied for clearly marked on the envelope, followed by “ENHANCING THE NATIONAL QUALITY INFRASTRUCTURE FOR ECONOMIC DIVERSIFICATION AND TRADE PROMOTION PROJECT” and should be addressed to the Permanent Secretary, Ministry of Business, 229 South Road, Lacytown, Georgetown not later than Friday 21st July, 2017 or sent to info@minbusiness.gov.gy