The Permanent Mission/Embassy of the Barbados in Geneva is recruiting an Administrative Assistant.

Your responsibilities

The Administrative Assistant is responsible for managing the telephone system, scheduling Conference Room activities, welcoming and directing visitors to the Mission, assisting with the Mission’s accounting functions and other general office administration.

Main activities

Primary Duties and Responsibilities 

• Ensures that all messages received through the telephone system are clearly recorded.
• Maintains the cashbook and prepares and processes other accounting documentation.
• Assists all Officers, as required, with clerical/typing duties and mailroom activity.
• Provides a courteous welcome to the Mission, and directs visitors to the appropriate waiting or meeting rooms.
• Communicates in a timely manner with the relevant persons (in the internal office) regarding the arrival of visitors and deliveries.
• Coordinates ensure that the Conference/Meeting Room is set up for meetings and tidied afterward.
• Responds promptly to information requests from the public regarding Barbados or other services delivered by the Mission.
• Liaises with Executive Assistant and other Officers in making hotel bookings and other protocol arrangements for visiting delegations.
• Assists, as required, with Mission activities such as receptions, coordinating hospitality, seminars etc.
• Trains substitute personnel as well as new Staff on the use of the VOIP system and relevant accounting functions of the Mission.
• Supports, as required, the Mission in any other duties which may be deemed desirable in the interest of service. This may include, among other things, substituting temporarily for a team member who is absent, late or otherwise unavailable, and sharing work-load during particularly busy periods.

Qualifications

A Bachelor’s degree in Accounting, Management, Finance/Business or any other relevant qualification in the respective field and two years’ experience or Diploma in Accounting, Management, Finance/Business or any other relevant qualification in the respective field and two - four years’ experience or Seven years’ experience working is a similar post.

Required knowledge

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience in working in a similar post
• Experience with accounting functions
• Fluency (written and spoken) in English and French

Desirable professional skills for the job

• Proficiency in Spanish is an asset
• Knowledge of diplomatic protocol is an asset.

Personal qualities

• Aptitude for discretion and confidentiality
• Interpersonal skills
• Multitasking
• Shows initiative
• Teamwork

Full-time employment

How to apply

A CV and a cover letter in English should be emailed to the Permanent Mission/Embassy of Barbados in Geneva at geneva@foreign.gov.bb on or before 27 July 2023.

Only suitable applications will be acknowledged.