Announcement of Vacancy:
Suitably qualified citizens of the Member States and Associate Members of the Association of Caribbean States are invited to apply for the position of Chief Executive Coordinator (CEC) at the ACS Secretariat at its headquarters in Port of Spain, Trinidad and Tobago.
Type of appointment:
Duration of appointment:
Fixed Term (2023 – 2032)
Duties and responsabilities:
Political & External Relations
- Serve as the focal point for all matters related to the political environment and activities of the ACS by identifying, analysing and monitoring political developments, current trends and emerging issues which may affect the political situation and the political impact of intra-regional issues and make recommendations on possible strategies and measures to be taken;
- Maintain intra-ACS dynamics and serve as central coordinator for all matters and activities related to the Secretariat and Executive Board of the Ministerial Council and the general membership, including organization and coordination of meetings of the Ministerial Council, the Executive Board of the Council, the Annual Inter-Sessional Preparatory Meeting of the Council, Summits of the Heads of State and Government, official events including interfacing with focal points and Officials as appropriate;
- Develop, maintain and strengthen external ACS dynamics and serve as central coordinator for all relations with other intergovernmental organisations, both, at the regional and international levels; including, but not limited to United Nations, and all its relevant institutions (UNCTAD, COP, IMO, ILO, UNDP, WBG, UNWTO, ECLAC, OAS, CARICOM, SELA, SICA, OECS, CELAC);
- Develop and maintain networks of contacts within Member States, Associate Members and within the regional and international agencies with which the Secretariat engages;
- Maintain a close working relationship with Directors, Member States, Ministries of Foreign Affairs, and International Organisations to remain current and effectively manage the office;
- Prepare correspondences including but not limited to agendas, summary reports, declarations in the three (3) official languages of the ACS – Spanish, English and French (where applicable);
- Prepare technical and analytical briefing notes, talking points, speeches or statements for the Secretary General for Meetings of the ACS Ministerial Council, its Executive Board and the Intersessional Preparatory Meeting;
- Prepare the Secretary General’s reports for Intersessional and Ministerial Meetings in the three (3) official languages of the ACS – Spanish, English and French (where applicable);
- Support the Secretary General in the development and maintenance of intra ACS political dialogue, including through the proposal of strategy and policy options that take into account emerging issues, trends and challenges;
- Advise the Secretary General in relation to all matters which could lead to Political Risk exposure;
- Supervise and oversee the work of the Conference and Protocol Officer in Managing the calendar and timing of statutory meetings of the ACS and diplomatic missions of the Secretary General in close coordination with the Directors;
- Represent the Secretary General or ACS at official meetings, events, workshops and conferences as designated;
- Provide guidance and, as assigned, oversight regarding portfolios under the responsibility of the Secretary General notably culture, education and crosscutting issues such as the mainstreaming of gender, youth and vulnerable groups and the Sustainable Development Goals;
- Offer advice and conduct analyses to coordinate, in conjunction with the Directors, the work of the Association (technical work programmes are to be implemented by the Directors);
- Prepare reports on activities, programmes and projects undertaken by the Unit in accordance with established guidelines;
- Submit Official Travel Reports to the Secretary General upon return from official missions;
- Participate and follow up on meetings/decisions of the ACS membership bodies under the purview of the CEC;
- Supervise and oversee the establishment of Standard Operating Procedures (SOPs) for the Political and External Relations function;
- Establish objectives, evaluate the performance of Political staff and provide required feedback and coaching to optimise performance;
Communications and Public Relations
- Supervise and oversee the Communication’s Unit’s analysis of the Secretariat’s current Communications infrastructure and ensure alignment with the Secretariat’s Strategic and Operational Objectives;
- Supervise and oversee the development and establishment of the relevant Communications policies and strategies to support the organisation’s mandate;
- Supervise and oversee the Secretariat’s Communications operational activities to ensure adherence with ACS’ Policies and with global best practice;
- Supervise and oversee all deliverables of the Communications and Public Relations Officer, as it relates to statutory and official meetings, official missions, and coordination with Members’ communication focal points;
- Guide the Communications and Public Relations Officer as it relates to maintaining awareness and visibility of the ACS and its contribution to Greater Caribbean regional cooperation;
- Guide the Communications and Public Relations Officer as it relates to maintaining awareness and visibility of the ACS to its key stakeholders through Newsletters and other relevant communication mechanisms;
- Supervise and oversee the design and implementation an effective Communications Strategy aimed at improving the ACS Brand, and improving the visibility of ACS’ external presence;
- Supervise and oversee the establishment of Standard Operating Procedures (SOPs) for the Communications and Public Relations function;
- Supervise and oversee the establishment of a mandatory schedule of internal Communications training for identified staff in each ACS Unit and Office;
- Establish objectives, evaluate the performance of Communications staff and provide required feedback and coaching to optimise performance;
Conference and Protocol
- Supervise and oversee the Conference and Protocol Officer in the identification, management and coordination of deliverables related to statutory and official meetings, official missions, and coordination with Members’ focal points for Conference and Protocol services;
- Together with the Chief Operating Officer, establish and negotiate a pool of suppliers who will deliver value for money (through the highest possible levels of quality, within the budgetary constraints) for all Conference and Protocol matters related to ACS Meetings and Events;
- Supervise and oversee the establishment of Standard Operating Procedures (SOPs) for the Conference and Protocol function;
- Supervise and oversee the establishment of a mandatory schedule of internal Conference and Protocol training for identified staff in each ACS Unit and Office;
- Establish objectives, evaluate the performance of Conference and Protocol staff and provide required feedback and coaching to optimise performance;
- Perform the function of Chargé d’affaires, a.i. in the absence of the Secretary General and Directors as designated;
- Develop and maintain a Corporate Risk Register along with the Chief Operating Officer (COO), to enhance the Governance landscape of the ACS;
- Contribute to the formulation of the ACS’ Strategic Plan;
- Assist the Secretary General with any other activity needed to attain the Association’s goals and objectives.
The Chief Executive Coordinator (CEC) is required to have oversight of the ACS’ external relations and to ensure ACS relevance in the global geopolitical realm. Under the general guidance of the Secretary General, the incumbent is responsible for:
- Monitoring and assessing political developments, cross-cutting issues, current trends and emerging issues with a view to providing early advice to the Secretariat.
- Planning and organising all Statutory and Official meetings.
- Coordinating all relations with Member States, Associate Members, Observers, International Organisations and to directly support the Secretary General in the organisation.
The incumbent is responsible for co-ordinating, managing and overseeing the work of a Communications and Public Relations Officer, the Conference and Protocol Officer, Research Assistant and Unit Assistants. Other duties include training and evaluation; planning and assigning responsibilities.
- A Post Graduate degree (Master’s degree or equivalent) in fields related to International Relations, Political Science, Public Administration, International Politics, International Economics or other relevant areas;
- At least fifteen (15) years’ experience at international or regional levels in areas such as political affairs; political analysis, advice and reporting; international relations as well as drafting briefings and speeches for Senior Officials;
- At least five (5) years’ experience the areas of Communications and Public Relations;
- At least five (5) years’ experience the areas of Conference and High-Level Events Management.
- Monthly Remuneration: US$6,609.63 (tax exempted);
- Purchase of airline ticket to and from Port of Spain, Trinidad and Tobago for the professional and up to four dependents from the point of origin;
- Repatriation allowance (one-time payment corresponding to basic monthly salary) upon arrival in Trinidad and Tobago;
- Shipping of personal effects from and to point of origin in keeping with relevant guidelines;
- Group Health Insurance for the Professional and dependants (if applicable);
- Annual paid vacation entitlement of 25 working days (2.08 per month).
Currriculum vitae. University degree certificate. Language Certificates (not in first language). Names of three referees and contact information.
Applicants must complete the Applicant Job Profile Summary Form included with the website vacancy. Failure to complete the Applicant Job Profile Summary Form will result in automatic rejection of the application. This form must be completed using either Adobe Acrobat or Adobe Acrobat Reader DC. Do not attempt to complete this document using any web browser.
Applications must be addressed to:
Mr. Rodolfo Sabonge
Association of Caribbean States
5-7 Sweet Briar Road, St. Clair
PO Box 660, PORT OF SPAIN
And sent by email to: email@example.com
The details stated above outline the nature and level of the tasks normally assigned to this position. It does not constitute an exhaustive list of these tasks. Additional related duties may be assigned as necessary for the effective functioning of the Association.
Only electronic applications will be acknowledged. All your submissions via email must not exceed 5MB in size.
Due to the high volume of applications received, only short-listed candidates will be contacted for an interview. These candidates will also receive notice of the final outcome of the selection process.