JOB DESCRIPTION

Result of Service The goal of this job function is to provide reliable assistance in the coordination of administrative processes, event planning, implementation activities to ensure the smooth delivery of the SheTrades Programme.

Work Location Nairobi, Kenya

Expected duration three (3) months, with possibility of extension

Duties and Responsibilities BACKGROUND: The International Trade Centre (ITC) is a joint agency of the United Nations and World Trade Organization based in Geneva. ITC’s mission is to enable small business export success in developing and transition- economy countries, by providing, with partners, sustainable and inclusive development solutions to the private sector, trade support institutions (TSIs) and policymakers. About SheTrades Initiative ITC recognizes that Gender Equality is a right in and of itself and a requisite for sustainable development. All women everywhere have the right to a decent income, employment, working conditions and a choice and voice in shaping their economic context. Through the SheTrades Initiative, ITC supports a broad universe of women (entrepreneurs, producers, workers, young women, small-scale cross border traders), by leveraging trade and public procurement, mobilising SheTrades Hubs and high-level champions, and tapping into partnerships. About the WEIDE Fund The Women Exporters in the Digital Economy (WEIDE) Fund, launched by the World Trade Organization (WTO) and the International Trade Centre (ITC) in February 2024, aims to empower women entrepreneurs by helping them grow their businesses through international trade and digitalization. The USD 50 million WEIDE Fund will unlock opportunities in international trade and digital trade for women entrepreneurs by improving their access to:

• Grants and support from financial institutions to reduce the finance gap
• Technical assistance and training related to digital skills and improving export competitiveness
• Export markets, with the aim of connecting more women to digital market platforms
• Networks and support services, with the objective of creating more inclusive and effective business ecosystems including leveraging partnerships with the private and public sectors. RESPONSIBILITIES: Under the supervision of the SheTrades Programme Officer and the guidance of the Programme’s Administrative Coordinator based in HQ, and in close collaboration with the Programme’s Administrative Assistant(s) based in HQ., the Programme Administrative Assistant will be responsible for the following duties:
• Provide support in the coordination of activities, events planning, and preparation work for the programme.
• Review and ensure the completeness, coherence, accuracy, quality, and compliance of documents, cost plans/budgets, terms of reference, letters, rosters of participants, official travel of external experts, and procurement offer reviews before submitting them for final approval at HQ;
• Serve as focal point for administrative and logistical coordination of programme implementation activities, such as training sessions, workshops, community events, mobilization initiatives, etc.
• Support on administrative actions, such as travel arrangements, training/study tours, authorization of payments, procurement of goods and services, including carrying out standard administrative transactions in UMOJA (SAP) ensuring compliance with ITC operational processes.
• When required, support in drafting and updating reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc., in support of the SheTrades Programme Officer, in order to ensure timely monitoring of project expenditure, and flag any issues as they arise;
• Support in general office assistance; respond to complex information requests and inquiries of meeting participants, officials, project stakeholders, vendors, etc.; maintain files/records as per UN rules and regulations, for audit purposes; maintain clear filing system as aligned with HQ team file sharing practices and standards;
• Liaise with relevant parties, including officials in country offices, implementing agencies, Resident Representatives, National/Programme Coordinators, and HQ teams, and provide regular feedback on the status of operational matters, as may be required for improvement of administrative coordination.
• Perform other duties as required. Copyright: The personnel 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 the prior written permission from ITC. S/he has further to ensure to obtain accreditation to event(s), if required.

Qualifications/special skills EDUCATION: Completed Secondary education. EXPERIENCE: A minimum of five (5) years of relevant experience in project administration and/or technical cooperation project implementation. The minimum years of relevant experience can be reduced to three (3) for candidates who possess a first-level university degree or higher. Experience working with an Enterprise Resources planning system (SAP, Oracle or other) strongly desirable. Experience working in development programme/projects in the United Nations system desirable. Experience working with national and/or international agencies, liaising with vendors, clients and other stakeholders is an asset. COMPETENCIES: Professionalism: Understanding of related communication protocols is an asset. Knowledge of UN rules and regulations will be an asset. Knowledge of UMOJA or similar ERP system, desirable 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 identify and resolve a range of issues/problems and 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. 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. 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.

Languages Advanced knowledge of English is required. Advanced knowledge of Spanish is desirable.

Additional Information This contract will be administered on behalf of ITC by UNOPS. This vacancy is open for locally residing Kenya nationals. Applicants must be authorized to work in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station.

No Fee THE 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.