Administrative Assistant, DCP/OA, G5

Org. Setting and Reporting

The International Trade Centre (ITC) mandate is: "Transforming trade. Changing lives." By enabling trade-led economic development, especially in the Global South, ITC enables small businesses to reach their potential and strengthens ecosystems for long-term impact. The Division of Country Programmes (DCP) is responsible for ITC's relations with member states and plays a central role for interaction and collaboration with traditional and non-traditional donors. DCP ensures the coherence and impact of ITC's programmes at the regional and country levels and supports the implementation of complex projects.

Responsibilities

Under the direct supervision of the ITC Africa Regional Director, Responsible for EAC (based in Nairobi) and the overall guidance of the Director, DCP (based in Geneva) the incumbent will be responsible for: Office Management & General Administration • Performs, the full range of office management and administrative support functions; to the ITC Africa Regional Director, Responsible for EAC. • Maintains liaison with the Regional Office and with teams in other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the regional office's outputs, products, tasks, etc. • Ensures smooth and efficient information flow within the ITC Africa Regional Director, Responsible for EAC office; prepares and processes confidential information; assists in the development of office administrative systems and procedures. • Responds or drafts responses to a wide range of correspondence and other communications; • Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc. • Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events. Attends meetings, prepares minutes, monitors follow-up activities. • Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies. • Maintains calendar/schedules of the ITC Africa Regional Director, Responsible for EAC and the Regional Office ; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit. • Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff. • Maintains files of rules, regulations, administrative instructions and other related documentation. • Maintains up-to-date work unit files (both paper and electronic). Human Resources Management • Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the Regional Office s human resource activities, ensuring consistency in the application of regulations and procedures. • Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems. • Reviews entitlements-related claims and reports. • Liaises with central HR and administrative services as necessary. • Maintains and reviews organizational staffing tables; prints and reviews UMOJA reports. Budget and Finance • Monitors status of expenditures and allotments through UMOJA, records variations, updates budget tables. • Consolidates data received and provides support to ITC Africa Regional Director, Responsible for EAC and HQ Finance Team with respect to budget reviews of relevant intergovernmental and expert bodies. • Reviews status of relevant expenditures and compares with approved budget. • Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds. • Assists in the preparation of budget performance submissions. • Prepares basic standard financial reports. Contract Administration • Assists with day-to-day administration of contracts between ITC and external contractors for outsourced services. • Audits the contractors' invoices against the goods and services provided by the contractor and approved by ITC. • Processes the payment of contractors' invoices and monitor payments. • Prepares and processes all UN /ITC forms and permissions for contractual and work Unit, Section or Service staff, including: grounds passes, property passes, parking permits, swipe-card access and door keys.

Competencies

• Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Able to perform analysis, modelling and interpretation of data in support of decision-making. • Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. • Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. • Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

High school diploma or equivalent.

Job - Specific Qualification

Not available.

Work Experience

Five years (3 years with a university degree) of experience in administrative services, finance, accounting, audit, human resources or related area is required. 1 year or more of experience in data analytics or related area is desirable. Experience using an ERP system is desirable. Experience having worked in a regional or international organization is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. There are no desirable languages specified. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).

Required Languages LanguageReadingWritingListeningSpeakingEnglishUN Level IIIUN Level IIIUN Level IIIUN Level III Assessment Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview. Special Notice The conditions of service are governed by the United Nations Staff Rules and Regulations. This is a fixed term appointment for an initial period of one (1) year. This post is only open for Kenyan nationals currently residing near Nairobi. No relocation assistance is provided for GS posts. ITC champions workforce diversity, inclusion, gender equality and gender parity and considers all qualified persons - of all genders - equally, including those with disabilities, without discrimination or prejudice of any kind. ITC also offers attractive flexible work arrangements to help promote a healthy work/life balance and to allow all staff members to express and develop their talents fully. If you are unable to complete our online application form due to a disability, please send an email to hrs-jobs@intracen.org. Applicants will be contacted only if they are under serious consideration. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. For information on salary and entitlements, please consult the International Civil Service Commission website: http://icsc.un.org THE USE OF AI AT ANY STAGE OF THE RECRUITMENT PROCESS IS PROHIBITED AND ITS USE MAY RESULT IN DISQUALIFICATION. United Nations Considerations In accordance with the United Nations Staff Regulations and Rules, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with ITC if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Applicants are urged to carefully follow all instructions available in the online recruitment platform, Inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on "Manuals" hyper-link on the upper right side of the Inspira account-holder homepage. The evaluation of applicants will be conducted based on the information submitted in the application according to the evaluation criteria of the job opening and the applicable Staff Regulations and Rules, administrative issuances, and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in Inspira to be considered for the current job opening. No amendment, addition, deletion, revision, or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date. No Fee ITC does NOT charge any fees or request money from candidates at any stage of the recruitment process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ITC are fraudulent and should be disregarded.