Faculty of Food and Agriculture

Secretary / Administrative Assistant

Application Deadline: December 22, 2025, 11:59 p.m. (GMT-4)

Job Description

The Faculty of Food and Agriculture invites suitably qualified candidates to apply for the position of Secretary / Administrative Assistant: BioResilience: Nature based solutions for resilient landscapes in Trinidad and Tobago.

Background:

BioResilience is a five-year project, funded by the Global Environment Facility (GEF), implemented by the Food and Agriculture Organisation (FAO), and executed by The University of the West Indies (UWI), St. Augustine Campus, Trinidad and Tobago.  The project budget is USD 3.5 million with a duration of 60 months.

The project’s objective is “To have nature-positive development and increased food security in Trinidad and Tobago, including nature-based solutions (NbS), that halt current land degradation trends, increase biodiversity and provide resilience to climate change impacts in the long run.” The project comprises the following components covering land degradation, biodiversity and climate change resilience:

Component 1:          Steps toward NCA

Component 2:          Increasing natural capital through NbS in degraded lands, including  integrated land planning and demonstration of approaches

Component 3:          Improving financial environment and implementing marketing instruments to enhance the adoption of nature-positive business strategies

Component 4:          Fostering, tracking and assessing project progress and impact through capacity development, knowledge management and M&E

Tenure of Contract:

The post of Secretary / Administrative Assistant will be for an initial period of one year, extendable to five years after review.

 

Duty Station:

Trinidad & Tobago (UWI Project Management Unit), with travel as required.

 

Eligibility:

Applicants must be nationals of Trinidad and Tobago. Both locally based and overseas nationals are welcome to apply.

 

Qualifications and Experience:

The successful candidate must possess:

  • A minimum of five (5) CXC / CSEC subjects including Mathematics and English Language or equivalent.

Candidates should also possess:

  • Minimum of four (4) years of administrative and office management experience;
  • Proven capacity to work well within a team with good communication and interpersonal skills;
  • Very good knowledge of communication and documentation standards;
  • Very good knowledge of corporate computerized financial/travel/Human Resources systems and administrative procedures and policies;
  • Very good knowledge of the organizational structure;
  • Experience in preparing project technical and financial reports;
  • Working knowledge of English.
  • Very good knowledge of MS Office applications, Internet and office technology equipment.

Desirable:

  • A Certificate or Diploma in Office Administration, Business Administration, Secretarial Studies, or a related discipline would be considered an asset.

Other Skills:

  • Communications and interpersonal skills: Ability to expresses thoughts clearly, accurately and succinctly in verbal and in writing to different audiences, and ability to relate well with others and to maintain relations with cordiality and diplomacy;
  • Ability to work in a multi‐cultural setting and under pressure: Ability to interact effectively with people from different cultures, ability to multi-task and remain efficient and productive under pressure;
  • Effective problem-solving skills: Ability to use sound judgment and initiative, develop options and achieve outcomes.

Reporting Lines:

Under the direct supervision of the National Technical Project Coordinator (NTPC) and The University of the West Indies (St. Augustine Campus).

Objectives of the Assignment:

The Secretary/Administrative Assistant will provide support to the Project Management Unit (PMU), coordinating and performing the full range of office management and administrative tasks to ensure the smooth and efficient operation of the unit. The incumbent will facilitate meeting arrangements and project events; support the preparation and formatting of reports and presentations; and manage all incoming and outgoing communication. Working closely with the National Technical Project Coordinator to ensure quality reporting and document control.

Specific Responsibilities:

Technical Tasks

The incumbent will carry out the following functions:

  • Prepare/type documents (progress reports, work plans, ToRs and other materials and correspondence) and facilitate meeting arrangements and other events of the project;
  • Review outgoing correspondence and documentation for correct format, grammar, spelling and conformance with FAO Style and country policies and procedures, attach necessary background information and maintain a follow-up system;
  • Ensure that ToRs and contracts for project personnel and/or partners are published, selection processes are completed, and contracts are issued on-time, based on the approved annual work plans and budget (AWP/B);
  • Follow-up with OPIM partners on the timely submission of requests for funds, financial and progress reports to FAO as per OPIM reporting requirements;
  • Review requests from OPIM partners for provision of financial resources;
  • Ensure that payments are made according to the agreed schedule;
  • Maintain documentation and evidence that describes the appropriate and prudent use of project resources, making it available to FAO and designated auditors upon request;
  • Maintain a filing system of administrative and financial documents;
  • Select a variety of information from various sources (e.g., Intra-/Internet, office files, FAO information and documentation) as required to support the work of the PMU;
  • Follow-up on deadlines for the PMU and other project personnel;
  • Compile background information and reference material as appropriate to support the NTPC;
  • Lead on logistics and the planning of project activities (meetings, workshops, travel, etc.) and mobilize required resources to ensure optimal time management and realization of the project’s outcomes;
  • Maintain detailed records of budget estimates, obligations and available balances; participate in the consolidation of budget proposals; monitor project budgets to ensure accuracy of financial reports, budget estimates and financial planning; report variations from budgets;
  • Support the streamlining of procedures and practices and the introduction of new information technologies to the PMU;
  • Support the administration of personnel and equipment;
  • Perform other related duties as required.

HOW TO APPLY:

To apply applicants are asked submit an Application form, a full curriculum vitae and a letter of motivation to the Business Development Unit,  Faculty of Food and Agriculture, Frank Stockdale Building, The University of the West Indies, St. Augustine Campus, Trinidad and Tobago, W.I. via email at bdu@sta.uwi.edu.

Applications should be identified as Vacancy: Secretary / Administrative Assistant: BioResilience Project.

Three (3) references (one of which should be from your present organization) must be indicated. To expedite the appointment procedures, applicants are advised to ask their referees to send their signed references under CONFIDENTIAL cover DIRECTLY to the Dean, Faculty of Food and Agriculture at the above email address without waiting to be contacted by The University. Applications received after the deadline date will not be considered.

Click here for the application form.

Please note that unsuitable applications will not be acknowledged.