Programme Assistant – Nairobi at International Trade Centre

Duties/Responsibilities:

• Under the supervision of the Programme Officer and the overall guidance of the Senior Programme Officer, the individual contractor will carry out the following tasks:
• Serve as focal point for administrative coordination of programme/project implementation activities in Kenya, involving extensive liaison with diverse organizational unit to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
• Support the project team with procurement of low value acquisitions, including requesting quotes, preparing internal clearance forms, following-up on delivery and payments.
• Liaise with UNDP Kenya and follow-up on ongoing financial authorizations.
• Compile, summarize and enter data on project delivery; draft related status reports, identifying shortfalls in delivery, budget overruns, etc., and bring to the attention of management.
• Draft correspondence and review project documents; update periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
• Provide general office assistance; respond to complex information requests and inquiries; review, log and route incoming correspondence; set up and maintain files/records; organize meetings, workshops etc.; handle routine administrative tasks, such as maintaining attendance records, etc.
• Copyright Clause: The Consultant has to ensure that s/he has obtained the necessary permissions with regard to intellectual property rights required to perform his/her services under this consultancy contract and for the subsequent dissemination by ITC in any form.
• Documentary proof is to be submitted to ITC. Should any license fee be due for the use of copyrighted materials of third parties, the Consultant shall request prior written permission from ITC.
• S/he has further to ensure to obtain accreditation to event(s), if required. 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.

Qualifications/special skills

• Secondary school. Additional professional diploma in administration or related area is desirable.
• Minimum of five years’ experience in general administrative service, or related areas is required.
• Experience working for the United Nations and with UN administrative tools and procedures is highly desirable.