Project Administrative Assistant at UNDP

Job ID: 19780
Location: Abuja, Nigeria
Practice Area - Job Family: Management
Grade: SB3
Vacancy Type: Service Contract (SC)
Posting Type: External
Contract Duration: Initial duration of one year

About the WACP

• The West Africa Competitiveness Programme (WACP) implemented by ITC is part of the West Africa Competitiveness Programme (WESCOMP) formulated under the framework of the European Union (EU) Regional Indicative Programme (RIP) of the 11th European Development Fund (EDF), The programme aims to create decent jobs and fight poverty by strengthening the competitiveness of West African countries and enhancing their integration into the regional and international trading system. WESCOMP consists of a regional component for the Economic Community of West African States (ECOWAS) and country components.

The EU has entrusted ITC with the implementation of the regional component of WACP together with UNIDO.  Through direct contracting from the EU to ITC, ITC will implement a total budget of €5,885,000 under the regional programme with the following outputs:

• Output 1.3: Regional level - Better regional linkages among selected value chain actors promoted and key regional intermediary organizations supported.
• Output 2.2: Regional level - Regional policy and framework to improve industrial competitiveness are harmonized, formulated and monitored.

Specific Objectives

• Improve the performance, growth and contribution to industry, regional trade and exports of selected value chains.
• Improve the climate for business at national and regional levels.

Duties and Responsibilities
Function / Expected Results: Operations management:

• Support organization of events, trainings and workshops including preparation of budgets, booking of meeting facilities and other services;
• Support procurement of materials, equipment and services: requests for quotations, preparation of procurement documents, budgets, reception of goods; 
• Carry out operations in UN-wide the enterprise management system, UMOJA;
• Prepare grant MOU documents and manage agreement and signature processes;
• Facilitate other partnership agreements under the project;
• Provide inputs for project newsletter and other communication materials;
• Keep records of project commitments including Grant MOUs, procurement, imprest account;
• Keep and manage project files;
• Prepare meeting minutes;
• Keep records of project beneficiaries and partners and facilitate related CRM functions;
• Ensure mail correspondence with project stakeholders, draft and manage incoming and outgoing correspondence and official communications;
• Manage services and material required by the project office; maintain inventories.

Function / Expected Results: Financial management:

• Set up structures for financial operations and budget monitoring tools;
• Develop financial monitoring and reporting templates;
• Assist in the preparation of project budgets in accordance to work plans;
• Monitor the implementation of grant MOU budgets including expenditure tracking against results and budget categories;
• Manage and file receipts and carry out field visits;
• Prepare regular financial reports against the project budget and results framework based on the inputs from stakeholders, project manager and chief technical advisor;
• Provide training and capacity building support for implementing partners;
• Report on the use of the imprest account / petty cash
• Undertake any other tasks assigned by the Supervisor in support of efficient implementation of the project

Functions / Key Results Expected:

• Well planned and timed project activities
• Timely availability of inputs and resources for project interventions
• Accurate and timely provision of financial information
• Efficient flow of funds in the field

Impact of Results:

• Achievement of delivery targets and results as outlined in the project work plans
• Efficient and accurate financial monitoring
• Effective national capacity building of national stakeholders and beneficiaries by the project
• Good communication and positive image of the project in ECOWAS

Competencies
ITC’S VALUES are:

• Integrity,
• Professionalism,
• Respect for Diversity

ITC’S Core Competencies are:

• Communication,
• Teamwork,
• Planning & Organizing,
• Accountability,
• Creativity,
• Client Orientation,
• Commitment to continuous learning,
• Technological awareness.

ITC’S Managerial Competencies are:

• Vision,
• Leadership,
• Empowering Others,
• Managing Performance,
• Building Trust, and
• Judgment/Decision making.

Functional Competencies:

• Strong problem solving and analytical skills
• Excellent interpersonal skills and ability to establish and maintain effective working relationships
• Proven ability to work collaboratively in teams
• Ability to identify priority activities and assignments; adjust priorities as required
• Ability to work with accuracy under time constraints and pressure in a stressful environment; with patience, tactfulness, maintain confidentiality, take initiative and exercise good judgment
• Ability to plan own work and use time efficiently, manage conflicting priorities and work under pressure of tight and conflicting deadlines.

Technical Competencies:

• Proven knowledge of financial management systems
• Demonstrated track record in project management including financial monitoring
• Good result-based management skills
• Excellent drafting and communication skills
• Excellent IT skills with MS Office suite and particularly
• Prior working with a UN organization and familiarity with the UN operational systems is a plus
• Understanding of public and private skills development institutions and trade support institutions in ECOWAS and their mandates is a plus.  

Required Skills and Experience
Education and Work experience:

• Bachelor Degree or equivalent in International Trade, Business Administration, Development Studies or related field.
• With Minimum of 2 years experience in the field of technical assistance,
• Including some experience in project management, administration or related field

Or

• A Senior Secondary School Certificate holder with 5 years experience in the field of technical assistance
• Including some experience in project management, administration or related field

Language Requirements:

• Advanced English with excellent written and oral communication skills is essential;
• Knowledge of local languages is a plus

Required knowledge and skills:

• Demonstrated knowledge of challenges to trade development
• Very good understanding of public institutions in West Africa and their mandates as well as of private sector needs and expectations
• Very good understanding of project result-based management and coordination
• Proven leadership, advocacy and management skills and ability to operate in multi-stakeholder contexts
• A track-record of successfully implementing projects
• Excellent drafting and communication skills

Desirable knowledge and skills:

• Knowledge of the UN system and procedures or experience of EU-related projects would be an asset.