WATER AND SEWERAGE AUTHORITY OF TRINIDAD AND TOBAGO
Job Title: Business Support Assistant
Division: Water Management
Location:
Head Office, St. Joseph
Department/Section: Northwest Service
Area
Reports to:
Team Lead, Water
Distribution & Supply
Position Number:
Approved by:
1.0
JOB PURPOSE:
The Business Support Assistant leads project support services coordination and delivery to Team
Leads, supporting management activities, initiatives and operations by providing planning,
scheduling and coordination of management activities. The Business Support Assistant also
manages the delivery of administrative services geared specifically to eliminating administrative
burdens from Team Leads, allowing redirected focus and effort into value adding management
tasks and deliverables.
The Business Support Assistant provides addition management support including stakeholder
management support, daily planning, and proofing of documentation and other presentation
materials prepared or planned for use by Leads in the performance of substantive duties. The
Business Support Assistant may additionally lead a team of support service delivery
professionals that provide a range of services to Portfolio Management, Design, and
Construction Operations personnel in the delivery of the Authority’s projects portfolio.
The role supports a transformed Authority in achieving its strategic mandate through the
development and execution of policies and/or programs, accountability for staffing and leading
teams to achieve the stated strategic goals.
The role ensures that the Authority has a robust strategic plan designed to achieve short and
long-term sustainability goals, initiatives and projects through active environmental scanning,
research strategies, business planning and development strategies and project planning and
execution.
2.0
KEY ACCOUNTABILITIES:
STRATEGIC LEADERSHIP AND MANAGEMENT
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2.1.
Daily Planning. Business Support Assistant coordinates the daily activities, meetings and
commitments of Team Leads, optimizing time management and enhancing value adding
work delivery.
2.2.
Administrative Support. Business Support Assistant coordinates the performance of
administrative support services to Team Leads, eliminating process and bureaucratic lags
in document preparation and distribution.
2.3.
Deliverables Proofing. Business Support Assistant reviews work product to be used by
Team Leads for applicability and accuracy, and ensures the necessary provisions are
made to facilitate delivery by Team Leads to relevant stakeholders.
2.4.
Inter-Unit Liaison. Business Support Assistant also function as communications focal
points for Team Leads, allowing effective filtering and redirecting of communications to
the responsible parties, enhancing process efficiencies and decision-making frameworks.
OPERATIONS
2.5.
Provides management level administrative support for project life cycle documentation
for project development and execution.
2.6.
Planning and scheduling support for management activities.
2.7.
Communications management support for unit management tasks.
2.8.
Ensures Team Lead awareness of approved methodologies for the Authority’s project
portfolio, and manages availability of relevant documentation.
2.9.
Ensures awareness of change management strategies submitted for approval.
2.10. Facilitates and coordinates Team Leads’ participation in the conduct of relevant reviews
and evaluations to inform the successful completion of design, construction, or
maintenance projects within the portfolio.
PEOPLE
2.11. Collaborates with other Business Support Assistants in project planning review
processes.
2.12. Collaborates with relevant stakeholders in the development of management activity
schedules and itineraries.
2.13. Manages and coordinates document distribution into and out of the office of the Team
Lead.
2.14. Collaborates with Business Support Assistants to secure receipt of documentation to
facilitate the project management process.
REPORTS
2.15. Completes plans and schedules for the Lead’s functions.
2.16. Management summary on Unit activities and status.
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2.17. Provides reporting on projects or assets review for project work.
2.18. Supports feasibility and funded projects at Team Lead level with data, research and
reporting.
Together with such other tasks as required by the Team Lead and which are appropriate up to the
grading level of the post.
3.0
COMPETENCIES
CORE
3.1.
Safety: Adherence to the safety practices, laws, codes guidelines, as outlined in the Safety
Policy, Operational Manuals and other company documents. Safety First!
3.2.
Teamwork: To work together with one or more people / organizations to complete a
project or task, working towards a common good to benefit the team or organization.
Demonstrating the ability to develop, maintain, and strengthen partnerships with others
both inside and outside the organization.
3.3.
Enterprise Customer Advocacy: An obvious focus on what is best for the customer
throughout the enterprise, a desire to help and/or serve customers and meet their needs.
Taking personal responsibility for addressing customer-service problems, correcting
problems promptly and without becoming defensive; Ability to prioritize multiple
customer needs and take action which aligns with the department initiatives and the
organisation's core values. It is simply about putting the customer first in everything that
we do at WASA.
3.4.
Professionalism: The habitual and judicious use of communication, technical and
problem-solving skills, clinical reasoning, emotions, values, and reflection in daily
practice for the benefit of the company and community. Demonstrates a conscientious,
courteous, and business-oriented manner while on the job.
3.5.
Uprightness: Adhering to the company’s Code of Conduct policy and all other company
policies and guidelines. Promotes professionalism, morality, civility and ethical
principles, demonstrating commitment to openness, being transparent and honest in one’s
dealings with people internal and external to WASA i.e., Doing the Right Thing All the
Time.
TECHNICAL
3.6.
Administrative Management: The ability to demonstrate depth of knowledge and skill in
a management or support services discipline.
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3.7.
Process Documentation: The ability to document the middle management process,
describing the general purpose of the process and the project life cycle with the relevant
information. Preparing documentation for every input and output used in the process.
3.8.
Business Analysis: Knowledge and ability to apply the principles of business analysis in
the planning, scheduling and coordination of business development activities and
business case analyses for policy initiatives involving the Team Lead.
3.9.
Project Management: The ability to apply formal project management principles and
practices during the planning, implementation, monitoring and completion of projects to
support work delivery by Team Lead. The ability to identify, secure, and mobilize
resources needed to support Team Leads’ efforts to meet project objectives. The ability to
identify potential roadblocks and risks and develop contingency plans to deal with them.
LEADERSHIP
3.10. Business Acumen: Demonstrates an understanding of the business environment,
including the business case for respective policy initiative or project delivery. Capable of
supporting the development of strategies that lead to sustainable development of the
Authority.
3.11. Critical & Strategic Thinking: Understands their role within the wider perspective and
bigger picture and strives to effectively integrate support the integration of resources into
a cohesive whole. Works to facilitate Team Leads’ implementation of the strategic plan.
Assisting Team Leads in making effective decisions to improve Authority capacities.
3.12. Results Orientation: The ability to set challenging goals with desired results and to
focus one's effort and the effort of the unit on the desired result. Demonstrating a strong
sense of urgency about achieving results and solving problems to accomplish work.
3.13. Managing through Change and uncertainty: Adjusts thinking and behaviour to resiliently
face change and uses experience to fuel growth. Enables the process of change and
transition while helping others navigate through the effects of change.
3.14. Communication: The ability to communicate effectively both verbal and written.
Effectively and appropriately interacts with others to build relationships, influence others,
and facilitate the sharing of ideas and information.
3.15. Stakeholder Management: The ability to work cooperatively with stakeholders, business
professionals and partners and advise on strategic and operational issues, through insights
that support business decisions.
3.16. People Leadership: The ability to inspire, motivate, and empower people to achieve
organizational goals. Coaches, mentors, and manages employee experience, and
employee performance, through mindful preparation. Creates space for others to lead.
4.0
QUALIFICATIONS & EXPERIENCE:
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4.1.
Bachelor’s Degree in a management discipline or Social Sciences from a recognized
University. or any equivalent combination of education and experience.
4.2.
At least eight (8) years’ experience, with extensive knowledge in office management
practices and procedure, ideally supplemented with experience in communications or
human resources management.
5.0
KEY RELATIONSHIPS:
5.1.
Direct Reports: Team Lead
5.2.
Indirect Reports: Director, Technology, Future Systems & Sustainability
5.3.
Internal Contacts: Business Support Assistant, Engineering; Business Support Assistant,
Construction & Maintenance, Portfolio Management
5.4.
External Contacts: Administrative & Support staffs, Divisional/Regional Directors
6.0
ACCOUNTABILITIES/OUTPUTS: (Areas for which the incumbent is directly
answerable for attaining and delivering in the course of duty)
Outputs
How Often
● Reports and recommendations of Team Lead reports.
Ad Hoc/As needed
● Report drafts, presentations.
Ad Hoc/As needed
● Meeting minutes.
Ad Hoc/As needed
● Action items lists
Monthly
● Procurement/contract summaries
Ad Hoc/As needed
I accept that this job description does not state or imply the only duties and responsibilities for
the position and that any of the tasks may be modified or changed by Management. I further
accept that I may be required to perform any other job-related duties assigned by a Supervisor or
duly authorised officer.
I understand that my performance is governed by this job description and other performance
measures relevant to the position and commit to the performance of all duties and responsibilities
for the position.
My signature below indicates that I have read, fully understand, and accept the position
description, as outlined:
October 2023
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________________________
______________________________
____________
Employee’s Name
Employee’s Signature
Date
October 2023
6