This position is located in the Section of the Office for Africa within the Division of Country Programmes. The Office for Africa coordinates ITC’s country relationships and a wide range of technical assistance programmes and projects across Africa. It leads ITC’s strategic planning and programming of technical support and cooperation in the African region. The Administrative Assistant provides overall administration to the section, providing substantive and administrative support in managing priorities and workflow to the Chief Office for Africa.
Responsibilities
Under the direct supervision of the Chief Office for Africa, and overall supervision of the Director, Division of Country Programmes, the Administrative Assistant will be responsible for the following duties:
1. Human Resources Management
o Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.
o Ensures that staff enter, maintain and certifies their administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
o Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
o Maintains and reviews organizational staffing tables.
2. Budget and Finance
o Reviews UMOJA actions of the section for Certifying officer approval to ensure quality.
o Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
o Assists in the preparation of budget performance submissions.
o Prepares statistical tables and standard financial reports.
3. General Administration
o Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of consultants and meeting participants.
o Drafts and reviews routine correspondence.
o Maintains files of rules, regulations, DPS Newsletters, administrative instructions and other related documentation.
o Maintains up-to-date work unit files (both paper and electronic).
o Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
o Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations.
4. Contract Administration
o Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
o Processes the payment of contractors' invoices and monitors payments.
Competencies
* PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
* COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
* CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Education
High school diploma or equivalent.
Work Experience
Minimum of 5 years of experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced to 3 years for candidates who possess a first-level university degree or higher. Previous experience within the United Nations common system, or similar international organization, is desirable. Experience working with an Enterprise Resource Planning (ERP) system such as UMOJA is desirable. Experience in basic data analysis is desirable.
Languages
For the position advertised, fluency in English is required; knowledge of French is required. Knowledge of another official United Nations language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.
Special Notice
The conditions of service are governed by the United Nations Staff Rules and Regulations. This is a fixed term appointment for an initial period of one (1) year. ITC champions workforce diversity, inclusion, gender equality and gender parity and considers all qualified persons - of all genders - equally, including those with disabilities, without discrimination or prejudice of any kind. ITC also offers attractive flexible work arrangements to help promote a healthy work/life balance and to allow all staff members to express and develop their talents fully.
United Nations Considerations
In accordance with the United Nations Staff Regulations and Rules, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with ITC if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
No Fee
ITC does NOT charge any fees or request money from candidates at any stage of the recruitment process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ITC are fraudulent and should be disregarded.
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