Team Assistant (LICA 4)

Result of ServiceThe goal of this role is to provide a wide range of administrative and office support functions. Work LocationKampala, Uganda Expected duration1 year, renewable Duties and ResponsibilitiesOrganizational Setting and Reporting Relationships: The International Trade Centre (ITC) is the joint technical cooperation agency of the World Trade Organization and the United Nations. ITC has recently started the implementation of a project \"Sustainable Business for Uganda 2.0 - Trade and Investment Development\" over 2024-2028, funded by the European Union. The project is focusing on boosting Uganda’s economic performance through developing green, inclusive and technological dimensions of trade and investment. This framework will respond to current and emerging needs as well as opportunities to improve the performance of export sectors with a focus on greening value chains, generating sustainable investment, and stimulating job creation. The overall objective of this action is to contribute to sustainable and inclusive economic growth and decent and green job creation in Uganda. The specific objective of this action is to facilitate and promote inclusive sustainable and green trade and investment between Uganda and the European Union. The outputs to be delivered by this action contributing to the corresponding specific objective are: Output 1 – Strengthened policy framework and public and private stakeholders’ capacities for enhanced trade competitiveness in selected sectors and value chains Output 2 – Improved investment framework and opportunities Output 3 – Enhanced trade facilitation framework and tools Output 4 – Strengthened quality compliance and standards in selected value chains Output 5 – Strengthened e-commerce ecosystem, BSOs and MSMEs Output 6 – Enhanced trade and investment promotion between Uganda and the European Union . Responsibilities: Under the direct supervision of the Programme Officer (ITC HQ), in close collaboration with the Country Manager and the National Coordinator, the Team Assistant will be responsible for the following duties: - • Performs a wide range of office support and administrative functions. • Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports. • Monitors processes and schedules related the unit’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements. • Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc. • Generates a variety of standard statistical and other reports, work orders, etc., using various databases. • Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format. • Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and as necessary, refers inquiries to appropriate personnel for handling. • Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc. • Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site. • Assists in the preparation of presentation materials using appropriate technology/software. • Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit. • Performs data entry and extraction functions. • Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions. • Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc. • Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.). • Maintains files (both paper and electronic) and databases for work unit. • Assists in providing software and office equipment support. • Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc. • Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assists with visualizations and updating information material such as web pages or brochures. • 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. Qualifications in administration, project management development desirable. At least 3 years (1 year with a university degree) of experience in general office support/administrative functions is required. Experience in finance is desirable Experience in programme support desirable Experience in ERP/ Umoja is desirable Experience in the UN common system is desirable Competencies: • Professionalism – Knowledge of general office and administrative support including administrative policies, processes and procedures. 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. Able to perform analysis, modeling and interpretation of data in support of decision-making. • 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. • 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. LanguagesFluency in English and Swahili is required. Additional InformationThis vacancy is open for locally residing nationals of Uganda 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.