Org. Setting and Reporting

The International Trade Centre (ITC) mandate is: "Transforming trade. Changing lives." By enabling trade-led economic development, especially in the Global South, ITC enables small businesses to reach their potential and strengthens ecosystems for long-term impact. The Division of Country Programmes (DCP) is responsible for ITC's relations with member states and plays a central role for interaction and collaboration with traditional and non-traditional donors. DCP ensures the coherence and impact of ITC's programmes at the regional and country levels and supports the implementation of complex projects.

Responsibilities

Under the direct supervision of the ITC Africa Regional Director, Responsible for EAC (based in Nairobi) and the overall guidance of the Director, DCP (based in Geneva) the incumbent will be responsible for: Office Management & General Administration • Performs, the full range of office management and administrative support functions; to the ITC Africa Regional Director, Responsible for EAC. • Maintains liaison with the Regional Office and with teams in other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the regional office's outputs, products, tasks, etc. • Ensures smooth and efficient information flow within the ITC Africa Regional Director, Responsible for EAC office; prepares and processes confidential information; assists in the development of office administrative systems and procedures. • Responds or drafts responses to a wide range of correspondence and other communications; • Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc. • Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events. Attends meetings, prepares minutes, monitors follow-up activities. • Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies. • Maintains calendar/schedules of the ITC Africa Regional Director, Responsible for EAC and the Regional Office ; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit. • Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff. • Maintains files of rules, regulations, administrative instructions and other related documentation. • Maintains up-to-date work unit files (both paper and electronic). Human Resources Management • Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the Regional Office s human resource activities, ensuring consistency in the application of regulations and procedures. • Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems. • Reviews entitlements-related claims and reports. • Liaises with central HR and administrative services as necessary. • Maintains and reviews organizational staffing tables; prints and reviews UMOJA reports. Budget and Finance • Monitors status of expenditures and allotments through UMOJA, records variations, updates budget tables. • Consolidates data received and provides support to ITC Africa Regional Director, Responsible for EAC and HQ Finance Team with respect to budget reviews of relevant intergovernmental and expert bodies. • Reviews status of relevant expenditures and compares with approved budget. • Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds. • Assists in the preparation of budget performance submissions. • Prepares basic standard financial reports. Contract Administration • Assists with day-to-day administration of contracts between ITC and external contractors for outsourced services. • Audits the contractors' invoices against the goods and services provided by the contractor and approved by ITC. • Processes the payment of contractors' invoices and monitor payments. • Prepares and processes all UN /ITC forms and permissions for contractual and work Unit, Section or Service staff, including: grounds passes, property passes, parking permits, swipe-card access and door keys.

Competencies

Education

Job - Specific Qualification

Work Experience

Languages

Assessment

Special Notice

United Nations Considerations

No Fee

• Performs, the full range of office management and administrative support functions; to the ITC Africa Regional Director, Responsible for EAC.
• Maintains liaison with the Regional Office and with teams in other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the regional office's outputs, products, tasks, etc.
• Ensures smooth and efficient information flow within the ITC Africa Regional Director, Responsible for EAC office; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
• Responds or drafts responses to a wide range of correspondence and other communications;
• Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events. Attends meetings, prepares minutes, monitors follow-up activities.
• Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies.
• Maintains calendar/schedules of the ITC Africa Regional Director, Responsible for EAC and the Regional Office ; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
• Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• Maintains up-to-date work unit files (both paper and electronic).
• Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the Regional Office s human resource activities, ensuring consistency in the application of regulations and procedures.
• Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
• Reviews entitlements-related claims and reports.
• Liaises with central HR and administrative services as necessary.
• Maintains and reviews organizational staffing tables; prints and reviews UMOJA reports.
• Monitors status of expenditures and allotments through UMOJA, records variations, updates budget tables.
• Consolidates data received and provides support to ITC Africa Regional Director, Responsible for EAC and HQ Finance Team with respect to budget reviews of relevant intergovernmental and expert bodies.
• Reviews status of relevant expenditures and compares with approved budget.
• Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
• Assists in the preparation of budget performance submissions.
• Prepares basic standard financial reports.
• Assists with day-to-day administration of contracts between ITC and external contractors for outsourced services.
• Audits the contractors' invoices against the goods and services provided by the contractor and approved by ITC.
• Processes the payment of contractors' invoices and monitor payments.
• Prepares and processes all UN /ITC forms and permissions for contractual and work Unit, Section or Service staff, including: grounds passes, property passes, parking permits, swipe-card access and door keys.