Administration and Office SupportFull-TimeMid-level(3-5 yrs)
Job Description
The International Trade Centre (ITC) is seeking an Administrative Assistant (DCP/OA, G5) to be based in Nairobi, Kenya. Under the direct supervision of the ITC Africa Regional Director (Responsible for EAC) and the overall guidance of the Director, DCP (Geneva), the incumbent will perform a wide range of office management, administrative, human resources, budget, and contract administration support functions.
Key Responsibilities
Office Management & General Administration
Perform the full range of office management and administrative support functions for the ITC Africa Regional Director.
Maintain liaison with the Regional Office and teams in other units regarding ongoing programmes and administrative matters; monitor processes and schedules related to outputs, products, and tasks.
Ensure smooth and efficient information flow within the office; prepare and process confidential information; assist in developing administrative systems and procedures.
Respond to or draft responses to correspondence and other communications.
Research, compile, and summarize background materials for reports, briefs, speeches, etc.
Assist with data collection, analysis, and preparation of data presentations and reports for information sharing, queries, knowledge management, planning, and decision-making.
Provide assistance in coordinating service-wide activities (meetings, training), special projects, and events.
Attend meetings, prepare minutes, and monitor follow-up activities.
Orient new staff to relevant administrative procedures and practices and provide general assistance to support staff.
Maintain calendars/schedules of the Regional Director and Office; monitor changes and communicate relevant information.
Prepare, process, and follow up on administrative arrangements and forms related to official staff travel.
Maintain up-to-date work unit files (paper and electronic), rules, regulations, and administrative instructions.
Human Resources Management
Initiate, process, monitor, review, and follow up on human resource activities for the Regional Office, ensuring consistent application of rules and regulations.
Enter, maintain, and certify administrative data and records for time, attendance, performance appraisals, etc., in electronic information systems.
Review entitlement-related claims and reports; liaise with central HR and administrative services as necessary.
Maintain and review organizational staffing tables; print and review UMOJA reports.
Budget and Finance
Monitor status of expenditures and allotments through UMOJA, record variations, and update budget tables.
Consolidate data received and provide support to the Regional Director and HQ Finance Team regarding budget reviews.
Review status of relevant expenditures and compare with approved budgets.
Review requisitions for goods and services to ensure correct expenditure charging and fund availability; assist in budget performance submissions.
Prepare basic standard financial reports.
Contract Administration
Assist with day-to-day administration of contracts between ITC and external contractors for outsourced services.
Audit contractors' invoices against provided and approved goods and services.
Process contractor invoice payments and monitor payment status.
Prepare and process UN/ITC forms and permissions for contractual and work unit staff (grounds passes, property passes, parking permits, access cards, keys).
Competencies
Professionalism: Ability to perform a broad range of administrative, budget, HR, and database management functions; ability to apply UN administrative, financial, and HR rules; strong data analysis and interpretation skills.
Communication: Clear and effective spoken and written communication; active listening skills; ability to tailor language and style to the audience.
Teamwork: Collaborative approach; values others' ideas; supports team decisions and shares credit.
Accountability: Ownership of responsibilities; delivers quality outputs within time and cost standards; complies with organizational rules.
Qualifications and Experience
High school diploma or equivalent.
Minimum of 5 years of experience (or 3 years with a university degree) in administrative services, finance, accounting, audit, human resources, or a related area.
Experience in data analytics or related area is desirable (1 year or more).
Experience using an ERP system (e.g., UMOJA) is desirable.
Experience working in a regional or international organization is desirable.
