Team Assistant- LICA 4

Organizational Context

The International Trade Centre (ITC), part of the UN Secretariat, is seeking a Team Assistant in Vientiane, Lao PDR. This role provides comprehensive administrative support to ensure the smooth and efficient implementation of projects within the country. The position is for one year, renewable, and reports to a Project Team Leader.

Job Purpose

The primary purpose of this role is to provide essential administrative and office support for the successful implementation of projects in Lao PDR. The Team Assistant will manage a wide range of administrative functions, ensuring efficient project execution. This includes handling correspondence, maintaining records, supporting meetings, and assisting with logistical arrangements. The role contributes to the overall effectiveness of the project by ensuring that administrative processes are streamlined and that project teams have the necessary support to achieve their objectives. The position requires proactive engagement to anticipate needs and ensure compliance with relevant procedures, ultimately facilitating the smooth operation of project activities in Vientiane.

Responsibilities

The Team Assistant will perform a broad spectrum of administrative and office support functions crucial for project implementation. Key duties include managing correspondence, emails, and phone calls, and ensuring timely routing and responses. The role involves formatting documents, reports, and presentations using standard software. Maintaining project schedules, verifying document accuracy, and ensuring compliance with legal and financial requirements are also key. The assistant will provide secretarial, administrative, and logistical support for meetings, conferences, and events. Responsibilities extend to data entry, maintaining contact databases, managing distribution lists, and coordinating printing, translation, and shipment services. General administrative tasks such as leave recording, meeting arrangements, reservations, and budget follow-up are included, along with processing administrative requests like requisitions and travel documents. Maintaining project files and databases, and providing basic IT and office equipment support are also part of the role. The assistant will also create petty cash reports and undertake other assigned tasks to support project efficiency.

Work Experience

A minimum of five years of experience in development program or project administration, technical cooperation, or a related field is required. This can be reduced to three years for candidates with a first-level university degree or higher. Experience working in Lao PDR is mandatory. Experience with UN, EU, or other development agencies is desirable.

Skills

Professionalism, Teamwork, Client Orientation, project administration, event organization, UN system procedures, data entry, document formatting, correspondence management, record keeping, logistical support, IT support.

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