Administrative Assistant
United Nations
Category
Administration
Monthly Salary
Not Specified
Deadline
7th October 2025
Location
Kampala
About United Nations
The International Trade Centre (ITC) a multilateral agency with a joint mandate with the World Trade Organization and the United Nations through the United Nations Conference on Trade and Development. We provide country-and client-specific tailored support through unique advisory services, capacity building, training and mentoring, free tools and business data, and trade-specific publications.
Job Description
The goal of this job function is to provide effective administrative support and operational coordination, with assistance in budget and resource management, to ensure smooth projects implementation.
Responsibilities
- Assist in preparing and developing project work programme and budget.
- Monitor budget/work programme regularly, suggest and implement reallocations.
- Collect data from databases and prepare customized financial reports.
- Support review and preparation of medium-term plan and revisions.
- Review and finalize cost estimates and budget proposals, including staff and non-staff requirements.
- Assist managers in elaborating resource requirements for budget submissions.
- Monitor budget implementation/expenditures and maintain financial databases.
- Review requisitions for goods/services for accuracy and fund availability.
- Prepare budget performance reports, analyzing variances.
- Process financial and administrative transactions: payments, purchase orders, travel authorizations, vendor management.
- Support HQ Administrative/Finance Leads in preparing financial reports.
- Perform wide range of administrative and operational support functions, ensuring UN compliance.
- Lead day-to-day local operations: office management, facilities, utilities, service providers.
- Oversee local logistics: workshops, missions, events, travel arrangements, accommodation, protocol support.
- Provide guidance, training, and supervision to administrative/logistics staff and contractors.
- Assist in drafting budget agreements or grant contributions.
- Identify and resolve administrative issues/problems as they arise.
- Coordinate extensively with internal teams at Headquarters and in the field.
- Act as focal point for local procurement: requisitions, vendor selection, receipt of goods/services, invoice verification.
- Maintain and update office files, records, databases, and proper archiving of documents.
- Perform other administrative duties: travel programme, account monitoring, vendor payments, space planning, office technology, equipment/software maintenance, event coordination, translation support.
- Assist with data collection, analysis, and preparation of presentations/reports for planning and decision-making.
- Assist with day-to-day administration of contracts with external contractors.
- Audit contractor invoices against services provided and approved.
- Process contractor payments and monitor payments.
- Prepare and process UN forms and permissions (e.g., grounds passes, property passes, parking permits, swipe-card access, door keys).
- Perform other duties as required.
- Ensure necessary permissions are obtained for intellectual property rights used in consultancy services.
- Submit documentary proof of permissions to ITC.
- Request ITC’s written permission for any third-party copyrighted material if license fees are due.
- Ensure accreditation for events if required.
Requirements
- High school diploma or equivalent.
- Minimum of 9 years of experience in programme/project administration, technical cooperation, or related areas.
- Experience requirement reduced to 7 years with a completed university degree.
- Desirable: Experience with Enterprise Resource Planning (ERP) software.
- Desirable: Experience within the United Nations Common System.
- Ability to perform a broad range of administrative functions (budget/work programme, HR, database management, etc.).
- Knowledge of UN administrative, financial, and human resources rules and regulations.
- Pride in work and achievements; demonstrates competence and mastery of subject matter.
- Conscientious, efficient, persistent, and calm under stress.
- Commitment to gender equality in all aspects of work.
- Capable of analysis, modelling, and data interpretation for decision-making.
- Develops clear goals aligned with agreed strategies.
- Identifies priority activities and adjusts priorities as required.
- Allocates appropriate time and resources; anticipates risks and plans contingencies.
- Monitors and adjusts plans as necessary; uses time efficiently.
- Takes ownership of responsibilities and honors commitments.
- Delivers outputs within prescribed time, cost, and quality standards.
- Operates in compliance with organizational rules and regulations.
- Supports subordinates, provides oversight, and accepts responsibility for delegated tasks.
- Takes personal responsibility for shortcomings of self and, where applicable, the work unit.
- Keeps up to date with available technology; understands applicability and limitations.
- Actively applies technology to work tasks.
- Shows willingness to learn and adopt new technologies.
- For the post advertised, fluency in oral and written English is required.
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