Administrative Assistant, Dcp/oa.g5

vor 1 Monat

Geneve, Schweiz International Trade Centre (ITC) Vollzeit

**Department/Office**:

- International Trade Centre

**Duty Station**:

- GENEVA

**Posting Period**:

- 03 August 2023 - 12 August 2023

**Job Opening Number**:

- 23-Administration-ITC-215427-J-Geneva (X)

**Staffing Exercise**
- N/A

Org. Setting and Reporting
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:
Human Resources Management
- 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,
- Ensures that staff enter, maintain and certifies their administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
- Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
- Maintains and reviews organizational staffing tables.

Budget and Finance
- Reviews UMOJA actions of the section for Certifying officer approval ensure quality.
- 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 statistical tables and standard financial reports.

General Administration
- Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of consultants and meeting participants.
- Drafts and reviews routine correspondence
- Maintains files of rules, regulations, DPS Newsletters, administrative instructions and other related documentation.
- Maintains up-to-date work unit files (both paper and electronic).
- Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
- 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.

Contract Administration
- Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
- Processes the payment of contractors' invoices and monitor payments.

Competencies
- 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
A minimum of 5 years of experience in administrative services, finance,
accounting, audit, human resources or related area is required.

Experience working with an Enterprise Resource Planning (ERP) system such as UMOJA is desirable.

Experience in basic data analysis, is desirable.

Languages
Fluency in oral and written English and knowledge of French is required. Knowledge of another official United Nations language is an advantage.

Assessment

Special Notice
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 w

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