Project Support Assistant (LICA 5)

Result of ServiceThe goal of this role is to provide reliable administrative coordination of programme/project planning and preparation activities, as well as general office support services, including translation. Work LocationDili, Timor Leste Expected durationinitial 3 months, with possibility of extension Duties and ResponsibilitiesOrganizational Setting: Within its Division for Market Development (DMD), the Strategies & Policy for Trade and Investment Section (SPTI) is the International Trade Centre’s (ITC) focal point for improving and creating a conducive business environment for the benefit of exporters in developing and transition economies. The SPTI Section contributes to enhancing exporters’ competitiveness through technical assistance in specific areas relating to trade and investment policy and facilitation. Since October 2023, the ITC is implementing a 3-years project funded by the European Union in Timor-Leste: “Supporting Regional Integration and Trade”. The main objective of the project is to contribute to Timor-Leste’s economic integration and trade in the world and in the Southeast Asia region. This will be achieved through supporting Timor-Leste’s accessions and post-accessions to the World Trade Organisation (WTO), the Association of Southeast Asian Nations (ASEAN), and the European Union-Pacific (EU-P) Economic Partnership Agreement (EPA). In doing so, the project aims to further develop Timor-Leste’s economy and dynamize the private sector through a better integration in the multilateral trading system. The project is implemented under the leadership of the Cabinet of the Vice-Minister for ASEAN Affairs (VMAA). Other main stakeholders within the government are the Cabinet of the coordinating minister for Economic Affairs (MCAE) and the Ministry of Commerce and Industry (MCI). Additional project counterparts include the National Parliament, the Private Sector, and the Civil Society. While the overall objective of the project is to contribute to Timor-Leste’s economic integration in the Southeast Asia region through the ASEAN and EU-P EPA accessions and in the world through WTO accession and post-accession, the specific objective of the Action is to promote economic development and diversification through trade. Responsibilities: Under the direct supervision of the National Coordinator and the general guidance of the Project Manager at ITC Headquarters in Geneva, the Project Support Assistant will be responsible for the following duties: • Assists in the coordination of project planning and preparation work for project initiatives; monitors status of project proposals and receipt of relevant documentation for review and approval. • Maintain proper filing systems (hard copy and digital) related to rules, regulations, instructions, and project activities. • Compiles, summarizes, and presents basic information/data on specific project and related topics or issues. • Serves as focal point for administrative coordination of project implementation activities, involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc. • Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management. • Drafts correspondence, updates periodic reports, briefing notes, graphic and statistical summaries, spreadsheets, etc. • Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks • Assist the National Country Coordinator in taking minutes of internal and meetings with government counterparts and other stakeholders and ensure proper filing and recordkeeping of these minutes. • Provide support in the translation and editing of media releases, reports, event invitations, and other key communication materials between English, Portuguese, and Tetum. • Assist in drafting, translating, scheduling, and posting social media content and updates (e.g., Facebook, Instagram, LinkedIn), ensuring alignment with project milestones • Maintain records of media coverage and social media engagement analytics. • Performs other duties as assigned. 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. Qualifications/special skillsHigh school diploma or equivalent. A minimum of five (5) years of relevant experience in programme or project administration, technical cooperation or related area. The minimum number of years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher. Experience in translations is desirable. Experience of working in/with UN, international, donor organizations desirable. Competencies: Proficiency in Microsoft Office, database packages and spreadsheets. Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to work well with figures, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. 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. Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ 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. Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. LanguagesAdvanced knowledge of English and Tetum is required. Knowledge of Portuguese is desirable. Additional InformationThis vacancy is open for locally residing nationals of Timor Leste ONLY. This contract will be administered on behalf of ITC by UNOPS. Applicants must be authorized to work in the duty station where the position is located. No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.