Administrative Assistant, DCP/OA

Organizational Context

The International Trade Centre (ITC) aims to transform trade and change lives by enabling trade-led economic development, particularly in the Global South. The Division of Country Programmes (DCP) manages relations with member states and donors, ensuring program coherence and supporting complex projects. This role sits within the DCP, supporting the Africa Regional Director.

Job Purpose

This role provides comprehensive administrative and office management support to the ITC Africa Regional Director, Responsible for EAC, based in Nairobi. The incumbent ensures the smooth operation of the office by managing correspondence, coordinating activities, maintaining schedules, and processing administrative arrangements for travel. Key contributions include facilitating efficient information flow, supporting the development of administrative systems, and assisting with data collection and reporting. The role also involves managing HR-related actions, monitoring budgets and finances through the UMOJA system, and administering contracts with external service providers, ensuring compliance with UN/ITC regulations and procedures.

Responsibilities

The Administrative Assistant is responsible for comprehensive office management and general administration, including managing correspondence, maintaining liaison with regional and other units, and ensuring efficient information flow. Duties involve preparing and processing confidential information, assisting in developing administrative systems, and researching background materials for reports and briefs. The role supports data collection, analysis, and presentation for planning and decision-making. It also includes coordinating service-wide activities, preparing meeting minutes, and orienting new staff. The incumbent manages the Regional Director's calendar, processes travel arrangements, and maintains official files. Additionally, the role involves initiating and monitoring HR actions, managing time and attendance records, reviewing entitlements, and liaising with central HR services. Financial responsibilities include monitoring expenditures via UMOJA, supporting budget reviews, reviewing requisitions, and preparing financial reports. Contract administration includes managing external service contracts, auditing invoices, processing payments, and preparing necessary UN/ITC forms and permissions.

Work Experience

A minimum of five years of experience in administrative services, finance, accounting, audit, or human resources is required. This can be reduced to three years with a university degree. Experience in data analytics, using an ERP system, or working within a regional/international organization is desirable.

Skills

Professionalism, Communication, Teamwork, Accountability, Data analysis, Budget/work programme management, Human resources management, Database management, Knowledge of UN administrative/financial/HR regulations.

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