Administrative Assistant, DECI/SEC, Geneve

Org. Setting and ReportingThe 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. Within the Division of Enterprise Competitiveness and Institutions (DECI), the Sector and Enterprise Competitiveness Section (SEC) is responsible for developing and disseminating sector-level expertise for sustainable market-driven solutions.

ResponsibilitiesUnder the direct supervision of the Chief, Sector and Enterprise Competitiveness and the overall guidance of the Director, DECI, the Administrative Assistant will be responsible for the following duties: Human Resources Management \u2022 Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit\u2019s human resource activities, e.g., recruitment, placement, relocation, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures. \u2022 Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems. \u2022 Reviews entitlements-related claims and reports. \u2022 Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary. \u2022 Maintains and reviews organizational staffing tables. Budget and Finance \u2022 Monitors status of expenditures and allotments through UMOJA or the Projects Portal, records variations, updates budget tables. \u2022 Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies. \u2022 Reviews status of relevant expenditures and compares with approved budget. \u2022 Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds. \u2022 Assists in the preparation of budget performance submissions. \u2022 Prepares statistical tables and standard financial reports. General Administration \u2022 Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff. \u2022 Drafts routine correspondence. \u2022 Maintains files of rules, regulations, administrative instructions and other related documentation. \u2022 Maintains up-to-date work unit files (both paper and electronic). \u2022 Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. \u2022 Performs other related administrative duties, as required, e.g., operational travel programme; overseeing the Section credit card, 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 \u2022 Processes the payment of contractors' invoices and monitor payments. \u2022 Prepares and processes all ITC forms and permissions for contractual and work Section staff.

Competencies\u2022 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. \u2022 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. \u2022 Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others\u2019 ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

EducationHigh school diploma or equivalent.

Job - Specific QualificationNot available.

Work ExperienceFive years (3 years with a university degree) of experience in administrative services, finance, accounting, audit, human resources or related area is required. Experience in the UN common system is desirable. Experience using an ERP system is desirable.

LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English and French are required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult for details).