GOVERNMENT OF SAINT LUCIA

REGULATED SUBSTANCES AUTHORITY

JOB DESCRIPTION

     JOB TITLE                                   :      EXECUTIVE SECRETARY

     REPORTS TO                               :      Chief Executive Officer

RESPONSIBILITIES AND RELATIONSHIPS

1. To perform administrative and secretarial functions by undertaking a series of manual and electronic processes and procedures, including but not limited to preparing and processing correspondence, reports and presentations, and taking basic research and following up on assignments delegated by the Chief Executive Officer (CEO) in order to support the effective execution of the work programme of the office of the director.

2. To liaise frequently with management and heads of departments within the Regulated Substances Authority (RSA) and relevant staff to ensure that the work program of the CEO progresses smoothly without logistical challenges.

3. To liaise with Governmental Organisations, partner entities, stakeholders and members of the public to ensure that the work programme of the CEO and the RSA progresses smoothly without logistical challenges.

4. To manage sensitive and confidential information with internal and external stakeholders, scheduling, and assisting with various special projects.

DUTIES AND TASKS

1. Leads/undertakes secretarial and administrative duties, including but not limited to responding to routine and general correspondence, memoranda and electronic mail.

2. Prepares reports and presentations and conducts basic research to support the effective functioning of the office of the CEO of the RSA.

3. Serves as a liaison between the office of the CEO and internal and external clients to facilitate communication and coordination of activities by transmitting preapproved information, where necessary, and maintaining a system of following up on assignments delegated by the CEO.

4. Plans and organises the work schedule for the CEO by maintaining a manual or electronic diary and managing meeting logistics to allow for effective time management.

5. Organises travel for the CEO to attend to official business by preparing relevant documentation in accordance with the policies on subsistence, accommodation and flight reservations and to ensure the submission of retirement of travel advances thereafter.

6. Receives and records incoming correspondence using a manual and/or computerised system for distribution to relevant parties after review at the supervisory level to facilitate the delegation and tracking of work assessment.

7. Receives, records and processes outgoing correspondence, using a manual and/or computerised system to enable timely dispatch.

8. Plans and organises meetings and events by booking venues, preparing and dispatching correspondence or meeting documents, contacting participants, managing invitees and service providers and assisting with all other logistical arrangements to ensure the successful hosting of respective events and any other personal activities from the office of the CEO.

9. Receives screens and directs callers and visitors using proper office etiquette promptly.

10. Attends to inquiries and ensures proper recording and conveyance of messages in a professional manner.

11. Develops and/or maintains a records management system for organising, sorting and storing computer or paper-based information through the use of established procedures to facilitate timely retrieval of information.

12. Maintains a manual or computerised inventory of office supplies by recording and verifying receipts and distribution of supplies and conducting regular checks to determine stock levels, and preparing requisitions for replenishment when necessary to avoid incidents of oversupply or shortages.

13. Transcribes notes and recordings of meetings and prepares for distribution to relevant parties, subsequent to review at the supervisory level in order to maintain records of action and decisions taken.

14. Performs any other job-related duties as may be assigned.

CONDITIONS

1. Congenial accommodation is provided within a general administrative office.

2. Institutional support is provided through adherence to the Constitution of Saint Lucia, RSA Standard Operating Procedures, Estimates of Revenue and Expenditure, Finance (Administration) Act and attendant regulations, Part IV of the Labour Act (Occupational Safety and Health) and other relevant regulations and policy documents.

3. Opportunities exist for personal development and career advancement through established orientation and training.

4. Required to operate office equipment which may involve undertaking repetitive hand movement, fine motor coordination and sitting for prolonged periods.

5. Required to be punctual and present for work, meetings and other official appointments and activities.

6. May be required to work beyond the normal working hours.

7. Required to demonstrate political acuity.

8. Required to maintain integrity, confidentiality and professionalism in the conduct of duties.

9. Exposure to frequent telephone calls and contact with internal and external persons. 

KNOWLEDGE, SKILLS AND ABILITIES

1. Expert knowledge of, and ability to utilise office equipment, scanners, photocopiers, facsimile, machines, binders etc.

2. Expert computer literacy skills with the ability to manipulate software applications, such as word processing, spreadsheets, databases, and presentation programmes.

3. Expert typing, recording and transcription skills with the ability to type at a minimum of 80 w.p.m. and to produce accurate and cohesive documents.

4. Advanced knowledge and acumen for scheduling, planning and coordinating events and official overseas travel.
5. Advanced numeracy and research skills with ability to extract and present significant and salient points from information.

6. Advanced organisational and time management skills with the ability to multitask and meet deadlines in a fast-paced environment.

7. Advanced interpersonal skills with the ability to interact effectively with diverse individuals and maintain relationships with staff and key stakeholders.

8. Advanced problem-solving and decision-making skills. 

9. Advanced leadership and management skills with the ability to inspire and motivate staff.

10. Advanced interpersonal skills and consistently demonstrates emotional intelligence.

11. Advanced oral and written communication, listening and presentation skills, with the ability to draft routine correspondence and prepare reports independently.

12. Advanced business process management, organisational and project management skills.

13. Intermediate knowledge of civil service regulations, departmental guidelines and standard operating procedures.

14. Ability to create/review and maintain a Records Management System. 

15. Ability to effectively develop and maintain working relationships with team members and other stakeholders.

16. Ability to manage time, meet deadlines and remain calm under pressure.

17. Ability to exercise initiative and judgment in the execution of duties.

18. Ability to maintain integrity, confidentiality, tact and diplomacy in the conduct of duties.

19. Ability to adapt to organisational change.

QUALIFICATIONS AND EXPERIENCE

1. University degree plus One (1) year Post Degree experience  OR

2. Associate Degree from the Sir Arthur Lewis Community College or recognized university with Five (5) years’ experience  OR

3. Certifications such as Certified Administrative Professional (CAP) or equivalent (preferred) (2) years’ experience in a similar post. 

EVALUATION CRITERIA

1. Demonstrated ability to realise set targets within agreed timeframe, standards, and budget.

2. Demonstrated accuracy, attention to detail and effectiveness of completed work.

3. Demonstrated willingness to accept responsibilities and authority of the post, to take effective decisions, to work effectively as a team player and to collaborate sufficiently with internal and external stakeholders in the execution of duties.

4. Demonstrated ability to take initiative, show innovation and ingenuity in effectively fulfilling duties of the post.

5. Demonstrated ability to effectively develop and maintain relationships with management, staff, partners and stakeholders at all levels.

6. Demonstrated problem-solving and decision-making skills evidencing ability to analyse information and problems to arrive at logical conclusions and implement appropriate solutions.

7. Demonstrated interpersonal skills and emotional intelligence.

8. Demonstrated effective oral and written communication, listening and presentation skills as well as the ability to develop and maintain professional and affable working relationships with team members and other stakeholders.

9. Demonstrated ability to manage time, meet deadlines and remain calm under pressure. 

10. Demonstrated ability to maintain integrity, confidentiality, tact and diplomacy in the conduct of duties.

11. Experience in managing executive schedules, prioritising appointments, and preventing conflicts.

12. Demonstrated political acuity.

13. Experience in planning and coordinating meetings, events, or conferences.

14. Demonstrated ability to adapt to organisational change.

APPLYING FOR THIS POST

Interested eligible candidates must provide information indicating that they are qualified; and are invited to submit their description of similar assignments, experience in similar conditions, availability of appropriate skills, etc. and Curriculum Vitae (CV) to the following address:

Chairperson,

Regulated Substances Authority

Ministry of Commerce, Manufacturing, Business Development, Cooperatives and Consumer Affairs 4^th floor Heraldine Rock Building

Castries

Saint Lucia

Or electronically:

chairman@rsa.govt.lc and info@rsa.govt.lc 

Applications must include the following format and content:

1. A brief cover letter (maximum 1 page); and
2. A résumé (CV) of no more than 5 pages, showing personal details, work experience, and education, along with the names of three work-related references.

DEADLINE FOR APPLICATIONS: OCTOBER 14^TH 2024.

Note: unsuitable candidates will not be acknowledged. Applicants whose minimum qualifications and experience conform to the Terms of Reference will be short-listed and invited to attend an interview for further consideration.