Administrative Assistant (LICA 5)
Organizational Context
The International Trade Centre (ITC), part of the UN Secretariat, implements the Africa Trade Competitiveness and Market Access Programme (ATCMA) funded by the EU. This role supports the ECOWAS sub-regional component of the ATCMA umbrella programme, which aims to increase intra-African trade and export competitiveness for SMEs, with a focus on women and youth-led businesses.
Job Purpose
The Administrative Assistant provides essential support in coordinating administrative processes for the ATCMA ECOWAS programme. This role is crucial for ensuring the smooth operation of project activities, managing financial transactions, and facilitating administrative arrangements. By offering reliable assistance to technical experts and the Programme Coordinator, the position directly contributes to the programme's objectives of improving market access, enhancing SME capacities, and promoting trade competitiveness within the ECOWAS region.
Responsibilities
The Administrative Assistant is responsible for managing budget and finance tasks, including monitoring expenditures, updating budget tables, reviewing requisitions, and preparing payment requests for consultants, fees, and supplier invoices. They will also handle petty cash and produce expense reports. In general administration, the role involves assisting the project team with activity implementation, preparing and processing travel arrangements, maintaining participant lists, drafting correspondence, and managing project files. The position requires close collaboration with internal teams and service units, and may involve operational travel, vendor payments, and office technology maintenance. Contract administration includes assisting with day-to-day management of external contracts and auditing/processing contractor invoices.
Work Experience
A minimum of five years of professional experience in administrative services, finance, accounting, audit, or human resources is required. This can be reduced to three years with a university degree. Experience with ERP/Umoja and the UN common system is desirable.
Skills
Proficiency in MS Office. Knowledge of ERP software (SAP), content management systems (SharePoint), collaboration platforms (MS Teams), and task tracking tools is desirable. Ability to perform broad administrative functions, manage budgets, HR, and databases. Understanding of UN administrative and financial regulations. Strong communication, teamwork, and client orientation skills.