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GOGovernment of Belize

Project Administrative Assistant – Central Executing Unit (Ministry of Finance)

BelmopanContractOn-site

About the role

The Central Executing Unit of the Ministry of Finance is seeking a Project Administrative Assistant to provide administrative, logistical, records management and secretariat support for the IDB-funded Program for Sustainable and Inclusive Belize. The consultant reports to the Director of the Central Executing Unit and works closely with the Project Manager. This is a 13-month individual consultancy based in office at the Sir Edney Cain Building in Belmopan. Remuneration is a gross annual BZ$24,000 to BZ$25,000 commensurate with qualifications and experience, plus 20% gratuity and applicable allowances, subject to statutory deductions.

Responsibilities

  • Support stakeholders with basic queries and direct enquiries to the right project members
  • Answer and direct phone calls and project emails on behalf of the project team
  • Provide day-to-day administrative support, including calls, screening incoming calls, photocopying and scanning, maintaining and updating files, and keeping a file log
  • Support preparation of emails, letters and correspondence, and track documents and update files, reports and databases
  • Develop and maintain a filing system for the programme in line with Central Executing Unit filing procedures and IDB requirements
  • Ensure information collected during the project lifecycle is organised and archived according to the filing policy and Bank policies
  • Support the administrative control mechanism and the database tracking grant disbursement and compliance
  • Act as secretary for Evaluation Committee and Technical Working Committee meetings, preparing minutes and summarising key discussions
  • Assist with setting up and preparing meetings as required by the Project Manager
  • Provide logistical support for workshops, meetings, site visits, project missions and other events
  • Support the Project Manager with additional coordination tasks

Requirements

  • Associate degree in Business Administration, Public Administration, Management, Office Administration or a related field, with attestations required
  • Minimum 3 years of general professional experience
  • Minimum 2 years supporting project administration, including records management, meeting coordination and administrative reporting
  • Minimum 2 years preparing meeting minutes, correspondence, reports and other administrative documents
  • Well-developed interpersonal and communication skills, and a proactive approach to seeking information and managing stakeholder relationships
  • Ability to work independently and manage multiple tasks
  • Excellent written and oral communication, including synthesising key issues and drawing lessons learned
  • Good working knowledge of Microsoft Office (Word, Excel and PowerPoint), email and internet-based systems

Preferred qualifications

  • Bachelor's degree in one of the listed fields
  • Formal training or certification in project management such as PMP, Agile or another recognised methodology
  • Experience supporting donor-funded, government, development-partner or private-sector projects
  • Working understanding of the guidelines and procedures used by international development agencies and financial institutions
  • Bilingual in English and Spanish

Benefits

  • 20% gratuity on completion of the contract
  • Applicable allowances, subject to statutory deductions