Administrative Assistant, DCP/OA, G5

The Administrative Assistant provides comprehensive office management and administrative support to the ITC Africa Regional Director, Responsible for EAC, ensuring smooth information flow, coordination of activities, and assistance in human resources, budget, finance, and contract administration. The role supports the implementation of ITC's programmes at the regional level and liaises with various teams and units.

Responsibilities

• Performs 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 other units regarding programmes and administrative matters.
• Ensures smooth and efficient information flow within the office; prepares and processes confidential information; assists in developing office administrative systems and procedures.
• Responds or drafts responses to correspondence and communications.
• Researches, compiles and summarizes background materials for reports, briefs, speeches, etc.
• Assists with data collection, analysis, and preparation of presentations and reports for information sharing and decision making.
• Coordinates service-wide activities such as meetings, training, special projects, and events; prepares minutes and monitors follow-up.
• Orients new staff to administrative procedures and provides assistance to office support staff; may coordinate office support for meetings.
• Maintains calendar/schedules of the Regional Director and office; communicates changes.
• Prepares, processes and follows-up on administrative arrangements related to official travel.
• Maintains files of rules, regulations, administrative instructions, and other documentation.
• Initiates, processes, monitors, reviews and follows-up on human resource administrative actions ensuring consistency with regulations.
• Maintains administrative data and records for time and attendance, performance appraisal, etc.
• Reviews entitlements-related claims and reports; liaises with central HR and administrative services.
• Maintains and reviews organizational staffing tables and prints UMOJA reports.
• Monitors expenditures and allotments through UMOJA; updates budget tables and supports budget reviews.
• Reviews requisitions for goods and services for correct expenditure objects and fund availability.
• Assists in preparation of budget performance submissions and prepares basic financial reports.
• Assists with day-to-day administration of contracts for outsourced services; audits contractor invoices and processes payments.
• Prepares and processes UN/ITC forms and permissions for contractual and staff-related access and passes.

Requirements

• High school diploma or equivalent.
• 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.
• 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.
• Professionalism, communication, teamwork, and accountability competencies as described.
• English language proficiency at UN Level III in reading, writing, listening, and speaking.

Skills

• Administrative Services
• Finance
• Accounting
• Audit
• Human Resources Management
• Data Analytics
• ERP Systems
• Budget Management
• Work Programme Management
• Database Management
• UN Administrative Rules
• UN Financial Rules
• United Nations Human Resources Rules
• Office Management
• Contract Administration
• Programme Implementation
• Regional Coordination

Languages

English