Project Assistant, EU-CDB Food Security Programme

The Caribbean Development Bank (CDB or the Bank) is seeking to recruit a national from its member countries to perform the role of Project Assistant European Union (EU) - CDB Food Security Programme. The Programme will be located in the Private Sector Division (PSD) of the Projects Department. The successful candidate will be based at CDB’s office in St. Michael, Barbados

BACKGROUND

The Caribbean Development Bank and the European Union are seeking to enter Contribution Agreements for the administration of European Union Food Security Programme. CDB'S responsibilities as Administrator of the Programme will include:

• Communicating to potential beneficiaries of the Programme, the objectives and procedures for accessing the resources of the facilities;
• Receiving proposals for projects and appraising those projects according to agreed criteria;
• Recommending projects for approval to the Steering Committees for the programme;
• Preparing and concluding grant agreements between the Bank, as administrator on behalf of the EU, and recipients of resources of the Programme for projects approved by the Steering Committees;
• Supervising the performance of projects/activities funded by the resources of the Programme to ensure compliance with the Terms and Conditions and achievement of planned results detailed in the Grant Agreements;
• Monitoring and evaluating the performance of the Programme during the period of disbursement of the programme;
• Engaging the services of consultants required to assist applicants in improving the design of project proposals to be considered under the programme; and
• Preparing relevant supervision reports and reporting to the EU and the CARIFORUM Directorate on the performance of the programme, including its financial operations.

THE DIVISION

The operations of the Private Sector Division (PSD) are anchored in the Private Sector development Policy and Strategy which is focused on enhancing private sector ecosystems to facilitate the development of dynamic and internationally competitive, high-growth firms and fostering new expanded partnerships with the regional private sector.  The following strategic priorities drive the focus of the Division: 

• Enhancing regional cooperation and integration within CDB’s Member Countries
• Improving the investment and business climate in the Region.  
• Promoting access to finance. 
• Promoting equitable enterprise development, especially in the case of micro, small, and medium-sized enterprises (MSMEs). 

KEY RESPONSIBILITIES

The Project Assistant will report to the Project Manager (PM) EU Food Security Programme. In order to achieve the overall objectives, the Project Assistant will carry out the following tasks:

• Provide advisory/technical support in relation to disbursements to internal stakeholders within the Projects and Economics Departments managing projects and as necessary to executing agencies in Borrowing Member Countries;
• Provide secretarial/administrative assistance which anticipates and proactively supports the work of the Project Manager by prioritising and executing routine administrative tasks; monitoring and reconciling expenditure; preparing presentations and data analyses for use in decision-making; conducting appropriate research and referencing to support papers prepared. 
• Arrange meetings, conferences, workshops and travel itineraries in accordance with stipulated requirements as well as record and monitor related expenditure items in keeping with established budgetary guidelines and CDB procedures.
• Process disbursement applications in accordance with financing agreements with beneficiaries and beneficiaries’ contracts with contractors/suppliers, including the resolution of any problems through communication, in writing or otherwise, with beneficiaries/executing agencies obtaining authorisations by designated officers.
• Process disbursement applications in accordance with contract agreements between CDB and consultants, contractors and suppliers engaged by the Bank, including the resolution of any problems through communication, in writing or otherwise.
• Compile data and prepare monthly reports on disbursement applications processed, including information on source of funds, and alerting operations officers of necessary information, including approaching terminal disbursement dates.
• Verify banking instructions within Flexcube for assigned projects.
• Input data, manage databases and compile periodic reports and annual statistics on the portfolio of projects being managed by the EUSF on the procurement of goods, works and services by country, method and type of procurement including specific reporting requirements of the EU.
• Input data to OP 365 for all loans and grants.
• Compile disbursement projections as required based on information obtained the project management team. 
• Advise the Finance Department immediately upon receipt of large-value applications from beneficiaries to provide advance notice of disbursement requirements. 
• Maintain an efficient and up-to-date filing or information storage system of databases and files for easy retrieval of information and conduct searches for information from diverse sources. 
• Manage the availability of support requirements inclusive of stationery, supplies and related replacements so as to assure the uninterrupted provision of secretarial and administrative services to the Division. 

QUALIFICATIONS AND EXPERIENCE

The Project Assistant must have the following qualifications and experience:

• The Certified Professional Secretary or Administrative Professional Secretary Qualification or the equivalent level.
• Five (5) years of experience in administrative or project management support.
• Comprehensive knowledge of administrative processes and procedures.

FUNCTION SPECIFIC COMPETENCIES

The successful candidate should demonstrate the ability to: 

• Use diplomacy and discretion in handling the most sensitive, diverse and confidential material; 
• Organise, prioritise, schedule, plan and coordinate work and other activities internally and externally, utilising sound time management skills; 
• Operate standard office equipment, including computer, photocopier and scanner; 
• Use all relevant computer software to create reports, presentations, charts, graphs, databases and spreadsheets, and to help organise data and information retrieval systems; 
• Compose routine correspondence and reports; 
• Record, reproduce, and proofread minutes and other documents; 
• Anticipate and proactively deal with deviations from standard operating procedures that relate to the delivery of administrative or secretarial services; and 
• Achieve objectives without close supervision. 

BEHAVIOURAL COMPETENCIES:

The successful candidate should demonstrate a strong proficiency in the following competencies: 

TERMS OF APPOINTMENT

This role is a full-time position with the successful candidate being contracted on a two-year basis in the first instance, with the possibility of renewal.  The salary is competitive and commensurate with qualifications and experience.  The benefits package includes a gratuity payment in lieu of pension, life and medical insurances.

Before you proceed to apply, please consider the following requirements: 

• You must be a national of one of CDB’s member countries.
• You will be required to produce evidence of any educational and professional qualifications to support your application if you are selected for an interview.
• All appointments are subject to satisfactory background checks and references.

CDB fully respects the need for confidentiality of information supplied and assures you that we will not discuss your background and interest with anyone including references, without your prior consent.

The deadline for submission of applications is February 21, 2025 at 11:59 pm AST. 

The Caribbean Development Bank is an equal opportunity employer and values diversity. We encourage all qualified candidates to apply regardless of their racial, ethnic, religious, cultural background, gender, sexual orientation, or disabilities. Women are strongly encouraged to apply.

The Bank provides reasonable accommodation to individuals with disabilities who participate in the job application or interview process. Please contact us to request such accommodation.