Duties and Responsibilities:

The Individual Contractor will work under the overall supervision and guidance of the Director of the Regional Integration and Trade Division (RITD) and the direct supervision of the Coordinator of African Trade Policy Center (ATPC). His/her duties and responsibilities are as follows:

• Perform a variety of administrative duties, including processing travel requests, processing consultant’s recruitment’s and related documents, preparing travel claims, requests for office supplies and equipment, etc.
• Maintain files and databases, including by managing individual case files, ensuring that all related correspondence and other documentation are appropriately filed, registered, and followed up;
• Assist in preparing travel and processing consultant’s recruitment’s related assignments related to the project (booking, TR and expense reports)
• Takes full responsibility for time management and scheduling on behalf of the chief section with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.
• Draft responses to routine correspondence, notes, and any other routine communications, as required.
• Prepare meeting minutes and monitor follow-up activities.
• Oversees work of office support staff; establishes priorities and deadlines, assigns work and reviews outputs upon completion; trains office support staff in administrative, protocol and other relevant procedures.
• Handles a wide range of administrative duties/processes (e.g. leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings, etc.).
• Follow up on impending actions and deadlines
• Perform a wide range of office support and administrative functions.
• Assist in organizing special knowledge delivery events around the project
• Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.
• Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
• Liaise with service sections within ECA (Conference Section, Travel, etc.) in support of the implementation of the project.
• Initiate contacts with targeted experts for knowledge delivery activities and events and facilitate their travel and participation.
• Maintain electronic participation list at special knowledge delivery events.
• Use standard word processing package to produce a variety of routing correspondence, reports, tables charts, graphs required for events mentioned above.
• Update and maintain lists of participants; documents, reports and other materials for dissemination, where possible using electronic formats; coordinates courier services.
• Perform basics data entry and extraction functions.
• Operate and maintain a variety of office equipment in the performance of basic office functions.
• Deliver urgent mail/messages.
• Perform other administrative duties as assigned.
• Minimum Requirement:

  Qualification:

  • A High School Diploma is required.
  • A Degree in Management, Economics, Business Administration or related field is highly advantageous.

  Experience:

  • A minimum of seven (7) years of experience in general office support or related area is required.
  • A good understanding and operation of basic office office data entry tools, and computer software is an advantage.

  Language:

  • English and French are the working languages of the United Nations. For this post, fluency in English language is required.