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 in 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 for the ITC Africa Regional Director, Responsible for EAC.
Maintains liaison with the Regional Office and with teams in other units regarding ongoing 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 the EAC office; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
Responds to 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 meeting 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 communicates 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 the ITC Africa Regional Director; responsible for the 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 monitors 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.

Education

High school diploma or equivalent.

Job - Specific Qualification

Qualification in administration, finance or accounting is desirable.

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.
Three (3) years supporting senior leadership is desirable.
Two (2) years of experience in programme or project administration, technical cooperation or related area is desirable.
One (1) year or more of experience in data analytics or related area is desirable. Experience using an ERP system is desirable.
Experience working in a regional and/or international organization is desirable.
Experience providing administrative support (events, meetings, stakeholder engagements - public/private and development partners) at a regional or international level is desirable.
Experience in the preparation and drafting of corporate documents is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. French is desirable.

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