RESPONSIBILITIES:

° Under the supervision of the SheTrades Programme Officer and the guidance of the Programme’s Administrative Coordinator based in HQ, and in close collaboration with the Programme’s Administrative Assistant(s) 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

EDUCATION:

Completed Secondary education.

EXPERIENCE:

° 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 (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.

COMPETENCIES:

° Professionalism: Understanding of related communication protocols is an asset. Knowledge of UN rules and regulations will be an asset.

° Knowledge of UMOJA or similar ERP system, desirable Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units.

° Ability to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources.