WECAFC Administrative and Operational Assistant

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  • Posted:
    2 weeks ago
  • Category:
    Administration, General Support
  • Deadline:


Organizational Setting

The FAO’s Subregional Office for the Caribbean (SLC) is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing subregional food, agriculture and rural development priorities. It develops and maintains relations with subregion-wide institutions including Regional Economic Integration Organizations (REIOs). The Subregional Office is a subsidiary of FAO’s Regional Office for Latin America and the Caribbean and it hosts the Secretariat of the Western Central Atlantic Fishery Commission (WECAFC).
The Fisheries and aquaculture unit of SLC provides technical assistance to address the critical threats and challenges facing the sub-region and beyond (within the framework of WECAFC), which challenges hamper the effective governance and management and long-term development of the shared living aquatic resources. It supports governments, regional organizations, civil society organization and other relevant partners in the development of technical solutions, and uptake of policies, plans and strategies, including through policy advice, and related advocacy and capacity development, strengthening the interface science-policy.
The expansion of the programme of the Fisheries and aquaculture unit not only from the increased extrabudgetary standpoint but also the dedicated work programme of the WECAFC, including the preparation of meetings of its advisory bodies and its Plenary Meeting slated for September 2023 trigger a workload of the administrative assistant assigned to the Fishery and aquaculture officer who is overseeing this unit and coordinating the Secretariat of this Commission. A smooth and effective implementation of the intersessional workplan of the Commission, especially in preparation for working groups and standalone activities connected to projects, and towards the 19th meeting of WECAFC, requires an additional administrative and operational support.  

Reporting Lines

Under the overall supervision of the SLC Subregional coordinator and the direct supervision of the Fishery and aquaculture Officer/WECAFC Secretary, and in close collaboration with relevant staff of the FAO Fisheries Division, the incumbent will specifically perform the following tasks:

Technical Focus

Administrative and operational assistance

Tasks and responsibilities

•    Provide logistical support related to the organization of 4 regional meetings and workshops (call for nominations, assist with travel arrangements, raising of Travel authorizations, hotel reservations, relevant procurements, etc.), which contribute to the intersessional workplan of WECAFC:

–    Fifth meeting of the CRFM/WECAFC/JICA Working Group on Fisheries using Fish Aggregating Devices, Dominica, 17-19 April 2023.
–    First meeting of the Flyingfish-Dolphinfish Working Group, Puerto Rico, 30 May-1st June 2023
–    12th Meeting of the Scientific Advisory Group, tentatively Barbados, 19-21 June 2023 
–    Second Preparatory meeting for the transformation of WECAFC into an RFME/RFMA, tentatively in May 2023

•    Assist during preparatory task force meetings, and during the workshops themselves, meetings and connected events with reporting and small translation tasks.
•    Liaise with the national and regional partners in the project, as well as national consultants, to follow up on agreements made at the workshops, work plan implementation, report deliveries, etc.
•    Prepare communications (letters and e-mails) to WECAFC members on the programme of work, activities, projects and workshops of the commission and follow up on designation of the delegations.
•    Assist as ad hoc translator (Spanish – English and vice versa) for all minor communications between the relevant projects/secretariat and the member countries.
•    Perform any other duties to contribute to the successful implementation and completion.
In support of the preparations for the 19th session of the Western Central Atlantic Fishery Commission (WECAFC) and connected side event, scheduled to be held in Jamaica, 6-8 September 2023, the administrative and operational assistant will carry out the following activities:
•    Provide daily assistance to the SLC Secretariat functions for the Commission.
•    Liaise with the assigned national focal points of the WECAFC members on the organization and preparation of WECAFC activities.
•    Maintain contacts with the member countries, prospective member countries and observers.
•    Prepare communications (letters and e-mails) to the members on the programme of work, activities, projects and workshops of the commission and follow up on designation of the delegations though telephone calls and emails.
•    Assist in the preparation of background documentation for the Commission session and assist in the organization and implementation.
•    Assist as translator (Spanish – English and vice versa) of rapid communications (e-mails and letters) between the secretariat and the member countries.
•    Assist the Secretary and Chairpersons in their daily work for the Commission.
•    Perform any other duties to contribute to the successful operation of the SLC Secretariat to WECAFC.



Minimum Requirements

•    Degree in linguistics, foreign languages, administration, office management or executive assistance, minimum at a Bachelor’s level. 
•    Five years of progressively responsible experience in planning, project implementation and management/administration of development programmes including the preparation, monitoring and evaluation of development projects, budgets and operations procedures, at the national and/or regional levels.
•    Excellent command of English (knowledge of Spanish is desirable).
•    Permanent Resident or National of Barbados

FAO Core Competencies

•    Results Focus
•    Teamwork
•    Communication
•    Building Effective Relationships
•    Knowledge Sharing and Continuous Improvement

Technical/Functional Skills 

•    Demonstrated ability to work with minimum instructions, initiative, organizational sense and ability to meet deadlines. Ability to work under pressure, in a team environment, and maintain effective working relationships with different national and cultural backgrounds.
•    Excellent knowledge of Microsoft Office.
•    Ability to work with the Organization’s computerized financial/personnel systems, word-processing equipment and data processing software.
•    Ability to format, perform editorial checks and process documents.