Administrative Assistant, DCP/OA, G5 at International Trade Centre

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 staffMaintains 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.