Administrative Assistant Position for Recovery Projects in Sint Maarten

National Recovery Program Bureau TERMS OF REFERENCE Full-Time Administrative Assistant EDMP & SWaMP Individual Consultant Time-based (24 months) Background Following the devastation caused by hurricanes Irma and Maria in September 2017, the Government of Sint Maarten embarked on a large-scale recovery and reconstruction program, based on the principle of building back better.

Since January 2018, the World Bank is assisting the Government of Sint Maarten. A significant part of Sint Maarten’s ongoing recovery and reconstruction program is financed through a Trust Fund financed by the Netherlands, managed by the World Bank and implemented by Sint Maarten.

To support the implementation of the Trust Fund, the Government of Sint Maarten established the National Recovery Program Bureau (NRPB), which serves as the Project Implementation Unit (PIU) for the Government of Sint Maarten. About the Emergency Debris Management Project (EDMP) One of NRPB’s projects is the Emergency Debris Management Project (EDMP).

This project was approved on December 21, 2018, and became effective on January 31, 2019. The project finances the management of debris from the hurricanes and reconstruction activities to facilitate recovery and reduce risks.

Main activities include the Improvement of debris management operations at the municipal waste disposal sites, the vessel salvaging and removal in the Simpson Bay Lagoon, Mullet Pond, and removal of debris from their shoreline, the car wrecks collection and disposal, the debris clearance and disposal and the temporary debris storage and reduction (TDSR).

For the implementation of this project, the NRPB works closely together with relevant line-ministries, including the Ministry of Public Housing, Spatial Planning, Environment, and Infrastructure (VROMI) and the Ministry of Public Health, Social Development and Labor (VSA).

About the Wastewater Management Project (SWMP) The Wastewater Management Project implements a wide range of activities, in close collaboration with government counterparts and ministries, notably Ministry of Public Housing, Spatial Planning, Environment, and Infrastructure (hereinafter referred to as “VROMI”.

The project consists of the improvement of the coverage and performance of the wastewater system in Sint Maarten.

This will be done through the expansion of the existing sewerage network to enable the connection for residents and commercial enterprises, the rehabilitation of critical parts of the existing sewage system to improve its climate resilience and operational efficiency and the improvement of the wastewater treatment plant.

Role of the Administrative Assistant The Project Assistant (hereinafter referred to as “The Assistant”) will provide administrative support to the Project Manager and technical teams.

The Assistant will be responsible for administrative tasks and related services to support effective and efficient operations of the organization’s Emergency Debris Management Project (EDMP) and Sint Maarten Wastewater management Project (SWAMP).

Key Duties and Responsibilities Under the direction of the EDMP/SWAMP Project Manager of the NRPB, the Assistant is expected to perform the following tasks: · Maintain accurate and up-to-date records of project documents, including but not limited to, contracts, invoices, payment certificates and advices.

· Assist in the preparation of project related documents such as reports, presentations, official letters, and other documents by formatting, proofreading, and editing content as required.

· Coordinate organization for events and meetings, workshops, training sessions, stakeholder consultations, field visits etc.: preparation of agendas, invitations, logistical arrangements, quotations, room reservations, transport, communications, etc. through Support Department · Support the preparation and submission of project progress reports, minutes, and related correspondence.

· Record and distribute minutes of meetings and follow up on agreed actions. · Assist in compiling data and supporting evidence for project monitoring and evaluation (M&E) activities. · Provide logistical and administrative support during supervision missions, workshops and audits.

· Develop, monitor and maintain a document registry for both projects · Develop and maintain the so called “Vault” for both projects · Performs periodic audits of files and records in the SharePoint of the respective projects, to ensure that all required documents are collected and filed appropriately. · In general, perform other tasks assigned by the Project Manager and the other Project team members.

Contractual Arrangements. Duration of the Assignment and Performance A time-based contract is expected to be signed. The start date of the contract will be April 2026 or soon thereafter. The contract duration will be 24 months2, with the possibility of extension depending on approval of project extension and satisfactory performance.

The successful Candidate is expected to work full time in Philipsburg, Sint Maarten unless work requires for domestic or overseas travel. The success of the Administrative Assistant will be judged by the EDMP/SWaMP Project Manager, based on the performance of the consultant. The Assistant is expected to perform the above-mentioned tasks on an ongoing basis during the term of his/her assignment.

Qualification requirements Minimum Requirements · Bachelor’s degree in any relevant or related field. · Minimum of two (2) years of experience in project or program support, preferably within a donor-funded or project implementation environment. · Proven experience in organizing meetings, logistics coordination, and stakeholder engagement.

· Proven experience with administrative processes, reporting, and documentation management. Preferred Experience and skills · Familiarity with World Bank or other multilateral development partner procedures will be considered an advantage · Excellent verbal and written communication skills.

· Excellent interpersonal skills with the ability to manage sensitive and confidential situations/documents with tact, professionalism, and diplomacy. · Excellent organizational and coordination skills with keen attention to detail. · Experience in public administration will be considered an advantage. · Knowledge of Sint Maarten Government is an advantage.

· Experience in drafting internal communications, event planning and organization and archiving. · Proficient with Microsoft Office Suite or related software. Strategic Competencies – brief description NRPB as an organization is committed not only to WHAT we must achieve but also to HOW we are going to reach our objectives.

Therefore, for this position we are looking for a profile that displays the following competencies: Professional Acumen - Beginner Level · Solicits input in gathering data that helps identify and differentiate the symptoms and root causes of defined problems. · Performs tasks according to quality and output standards.

· Solves problems and escalates issues with suggestions for further investigation and options for consideration as required. Looking at the bigger picture – Strategic outlook – Beginner Level · Aligns current work and activities with the NRPB’s strategic goals. · Acts on and implements strategies and policies in accordance with the NRPB’s strategic goals.

· Comprehends operational and organizational goals and direction. Leading myself and the others – Beginner Level · Listens actively to identify potential challenges or solutions. · Demonstrates adaptability, flexibility, and initiative. · Serves as a team member for passing down projects. · Demonstrates self-control and recognizes own pressure points.

· Acknowledges need for and seeks out the appropriate training and/or coaching. · Volunteers to undertake tasks that stretch abilities. Respect for diversity - Intermediate level · Treats all individuals with respect. · Responds sensitively to differences and encourages others to do the same.

· Shows flexibility in changing the styles when faced with multiple dimensions of culture to be effective across cultural contexts. · Understands multiple cultural frameworks, values, and norms. Successful Communication – Intermediate level · Explains issues clearly and succinctly. · Writes clearly and succinctly in standard communication settings and styles.

· Can clearly identify the subject and state the purpose of the communication. · Communicates with impact as well as with empathy. · Remains calm when dealing with conflicts; shows empathy. Relationship Building. Consultation and Collaboration – Intermediate level · Shares information and readily determines to whom to go for relevant information. · Seeks assistance and feedback in the problem-solving process.

· Fosters teamwork · Initiate collaboration on projects or methods of operating · Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Courage and Integrity – Intermediate level · Maintains general knowledge of ethics, laws, regulations, standards that may impact the organization.

· Reinforces difficult decisions that align with the organizational strategies and goals. · Enforces policies consistently. · Influences others to behave in an ethical manner. · Takes immediate action regarding reports of unethical behaviors or conflict of interest. How to Apply? Interested persons can send their CV by email ONLY to the email address stated below.

In the subject line, clearly state the position in the title of this ToR. Before you proceed to apply, please consider the following requirements: · Upon selection for an interview, applicants will be requested to produce evidence of the educational and professional qualifications pertaining to the minimum requirements. References may be asked for. · Applicants may also be subject to satisfactory background checks.

Applicants should ensure that their CV is received Wednesday March 25, 2026 at 2300 AST . Any CV coming in after this date and time may not be considered. National Recovery Program Bureau  jobopportunity@nrpbsxm.org The CV should clearly show the relevant experience and competencies outlined in the terms of reference above.

Agency: National Recovery Program Bureau Procurement method: Individual Consultant Selection Notice type: Request for Expression of Interest Status: Published Value: 55400.0 USD