Programme Administrative Assistant (LICA 5)

Consultant Admin

Overview

Provide reliable assistance in project coordination and administrative support.

You have:

• High school diploma or equivalent.
• A minimum of five (5) years of relevant experience in project administration and/or technical cooperation project implementation.
• The minimum years of relevant experience can be reduced to three (3) for candidates who possess a first-level university degree or higher.
• Experience working with an Enterprise Resources planning system (UMOJA, SAP, Oracle or other) strongly desirable.
• Experience working in development programme/projects in the United Nations system desirable.
• Experience working with national and/or international agencies, liaising with vendors, clients and other stakeholders is an asset.
• Fluency in English, (both oral and written) is required.

Contract

This is a Consultancy contract. More about Consultancy contracts.

Result of Service

Provides reliable assistance in the coordination of project planning and implementation activities and basic research support. Demonstrates understanding of the context of project and issues in assigned area, and uses increasing independence in processing of work and follow-up actions. Demonstrates initiative in the identification and resolution of issues/problems. Is well organised, produces accurate reports, records and/or data, put together with only general guidance. Consistently applies appropriate policies, guidelines and procedures. Effectively, and in timely manner liaises and interacts with colleagues and concerned parties internally and externally.

Work Location

Nairobi, Kenya

Expected duration

6 months

Duties and Responsibilities

BACKGROUND: ITC recognizes that Gender Equality is a right in and of itself and a requisite for sustainable development. All women everywhere have the right to a decent income, employment, working conditions and a choice and voice in shaping their economic context. Through the SheTrades Initiative, ITC supports a broad universe of women (entrepreneurs, producers, workers, young women, small-scale cross border traders), by leveraging trade and public procurement, mobilising SheTrades Hubs and high-level champions, and tapping into partnerships. RESPONSIBILITIES: Under the overall supervision of the SheTrades Senior Programme Officer and the direct supervision of the Project Operations Lead based in HQ, the Programme Administrative Assistant will be responsible for the following duties: • Provide support in the coordination of activities, events planning, and preparation work for the programme. • Review and ensure the completeness, coherence, accuracy, quality, and compliance of documents, cost plans/budgets, terms of reference, letters, rosters of participants, official travel of external experts, and procurement offer reviews before submitting them for final approval at HQ; • Serve as focal point for administrative and logistical coordination of programme implementation activities, such as training sessions, workshops, community events, mobilization initiatives, etc. • Support on administrative actions, such as travel arrangements, training/study tours, authorization of payments, procurement of goods and services, including carrying out standard administrative transactions in UMOJA (SAP) ensuring compliance with ITC operational processes. • When required, support in drafting and updating reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc., in support of the SheTrades Programme Officer, in order to ensure timely monitoring of project expenditure, and flag any issues as they arise; • Support in general office assistance; respond to complex information requests and inquiries of meeting participants, officials, project stakeholders, vendors, etc.; maintain files/records as per UN rules and regulations, for audit purposes; maintain clear filing system as aligned with HQ team file sharing practices and standards; • Liaise with relevant parties, including officials in country offices, implementing agencies, Resident Representatives, National/Programme Coordinators, and HQ teams, and provide regular feedback on the status of operational matters, as may be required for improvement of administrative coordination. • Perform other duties as required Copyright: The personnel has to ensure that s/he has obtained the necessary permissions with regard to intellectual property rights required to perform his/her services under this consultancy contract and for the subsequent dissemination by ITC in any form. Documentary proof is to be submitted to ITC. Should any license fee be due for the use of copyrighted materials of third parties, the Consultant shall request the prior written permission from ITC. S/he has further to ensure to obtain accreditation to event(s), if required.

Qualifications/special skills

High school diploma or equivalent. A minimum of five (5) years of relevant experience in project administration and/or technical cooperation project implementation. The minimum years of relevant experience can be reduced to three (3) for candidates who possess a first-level university degree or higher. Experience working with an Enterprise Resources planning system (UMOJA, SAP, Oracle or other) strongly desirable. Experience working in development programme/projects in the United Nations system desirable. Experience working with national and/or international agencies, liaising with vendors, clients and other stakeholders is an asset.

Languages

Fluency in English, (both oral and written) is required

Additional Information

This contract will be administered on behalf of ITC by UNOPS. This vacancy is open for locally residing Kenyan nationals. Applicants must be authorized to work 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.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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Potential interview questions

Added 4 months ago - Updated 3 months ago - Source: careers.un.org