Administrative Assistant, DCP/OA, G5

Role Overview

You will provide comprehensive administrative, human resources, budget, and contract support to the ITC Africa Regional Director responsible for the East African Community, working from the Nairobi office while coordinating closely with the Geneva-based Director of the Division of Country Programmes. Your day-to-day work keeps the regional office running smoothly—managing schedules, handling confidential correspondence, tracking financial transactions, and supporting staff travel and recruitment actions. By ensuring reliable administrative systems and accurate data, you enable the regional team to focus on delivering trade-related technical assistance to partner countries in the EAC.

Key Responsibilities

• Manage the Regional Director’s calendar, incoming communications, and confidential documents, drafting replies and preparing background briefs, talking points, and meeting materials as needed.
• Coordinate meetings, training sessions, and special events for the regional office—arranging logistics, preparing minutes, and tracking follow-up actions to keep initiatives on schedule.
• Maintain smooth information flow between the Nairobi office, Geneva headquarters, and other units, updating shared calendars, monitoring deadlines, and orienting new staff on administrative procedures.
• Process and verify human resources actions, including time and attendance records, performance appraisal data, staffing tables, and entitlement claims, while ensuring compliance with UN rules and regulations.
• Monitor budget implementation by reviewing expenditures and allotments in the ERP system, preparing budget tables, and confirming that funds are available before requisitions are approved.
• Administer contracts with external service providers—reviewing invoices against delivered goods and services, processing payments, and maintaining contract documentation.
• Prepare travel arrangements and official documentation for staff, including visas, ground passes, property passes, parking permits, and access cards.
• Collect and analyse operational data to produce reports and presentations that support planning, knowledge management, and decision-making across the regional office.

Requirements & Qualifications

• A high school diploma or equivalent is required; a university degree is an advantage.
• At least five years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or a related field—reduced to three years if you hold a university degree.
• Demonstrated ability to apply administrative, financial, and human resources rules and regulations in an international organisation setting.
• One or more years of experience in data analytics or a related area is desirable.
• Experience using an ERP system (such as Umoja or SAP) is desirable.
• Prior work in a regional or international organisation is desirable.
• Strong communication and teamwork skills, with the ability to handle confidential information, interact professionally with diverse stakeholders, and remain composed under pressure.
• Proficiency in standard office software and familiarity with electronic record-keeping and reporting tools.