ADMINISTRATIVE ASSISTANT | Office Manager | Security Risk Analysis |

Tasks & Responsibilities

Administration role:

• Manages the reception desk and all aspects of the physical office operations, including asset management and meeting facilitation.
• Organises and coordinates logistical aspects for planning, holding and documenting meetings, workshops, seminars and other events.
• Arranges agendas for visitors, makes travel arrangements such as booking tickets, flights, hotel reservations, transport etc. for GIZ staff and project partners.
• Manages incoming and outgoing correspondence.
• Updates the contact databases.
• Manages accurate and up to date management for all administration documents.
• Acts as contact person for ongoing ISO certification process.
• Liaise with security actors and maintains networks including local and national authorities, NGOs, and security forces on security developments and security implementation and procedures in the region.
• Collects and processes security information for security trends, situations and status reports.
• Provides support in drawing up security plans and regularly updates security handbooks and other security information (standard operating procedures, security briefings).
• Carries out security site assessments of office premises, project implementation areas and residences.
• Oversees staff travel forms and conducts security briefings to incoming travelers and visitors.
• Maintains and manages the GIZ crisis communications system in the Eastern Caribbean.

Security Risk Analysis role:

• Liaise with security actors and maintains networks including local and national authorities, NGOs, and security forces on security developments and security implementation and procedures in the region.
• Collects and processes security information for security trends, situations and status reports.
• Provides support in drawing up security plans and regularly updates security handbooks and other security information (standard operating procedures, security briefings).
• Carries out security site assessments of office premises, project implementation areas and residences.
• Oversees staff travel forms and conducts security briefings to incoming travelers and visitors.
• Maintains and manages the GIZ crisis communications system in the Eastern Caribbean.

Profile requirements:

Qualifications, professional Experience and required competences

• Certificate/diploma or comparable qualification in Accounting or Administration,
• At least 4 years of experience in a comparable position,
• Trainings, certifications and experience in security risk and emergency management, facility protection, health etc. are desirable,
• Experience in risk assessment and management,
• Candidate must be a citizen of Saint Lucia or a resident holding a valid work permit for this country.

Languages, applications and other competences

• Excellent working knowledge of ITC technologies and computer applications (e.g., Microsoft 365),
• Excellent management and organisational skills,
• Very good writing and communication skills in English, customer service skills and excellent team spirit,
• Very good analytical skills and the ability to create, convey and implement new concepts, ideas, systems and processes in an established multicultural environment, also under difficult circumstances,
• Ability to work autonomously and ability to make sound, rational decisions in critical situations,
• Strong analytical and organizational skills,
• Strong intercultural and personal skills to work in an international environment,
• Well organized and precise, service-oriented, proactive, team player, discrete and sensitive in the handling of confidential data,
• Knowledge of local context and security dynamics in the country.