Duties and Responsibilities
BACKGROUND: The International Trade Centre (ITC) is the joint development agency of the World Trade Organization and the United Nations, which enables small businesses to improve exports in developing and transition countries by providing, with partners, sustainable and inclusive trade development solutions to the private sector, trade support institutions and policymakers. The Office for Eastern Europe and Central Asia (OEECA) is responsible for developing, monitoring, coordinating and implementing ITC’s activities and projects in Eastern Europe and Central Asia. Ready4Trade Central Asia ITC is implementing a 4-year technical assistance project Ready4Trade Central Asia: Fostering prosperity through the Trans- Caspian Transport Corridor, funded by the European Union. The project aims to advance the European Union (EU)-Central Asia connectivity through increasing the operational efficiency of the Trans-Caspian Transport Corridor and internationalisation of Central Asian business. This will be achieved through simplifying cross-border formalities in Central Asia to attract trade and sustainable investment; improving regional coordination across Central Asian countries to foster trade and transport connectivity; and enhancing the competitiveness of micro, small and medium-sized enterprises (MSMEs) to facilitate their access to regional and EU markets, including through leveraging the Trans-Caspian Transport Corridor. The project is structured around three Outcomes: • Outcome 1. Simplified cross-border formalities in Central Asia to attract trade and sustainable investment on strategic Trans-Caspian Transport Corridor • Outcome 2. Improved regional coordination across Central Asian countries to foster trade and transport connectivity along the strategic Trans-Caspian Transport Corridor • Outcome 3. Improved competitiveness of MSMEs to access regional and EU markets, including through the Trans-Caspian Transport Corridor Trade Promotion East: Balkan States and Central Asia ITC is implementing a 4-year project Trade Promotion East: Balkan States and Central Asia in Albania, Serbia, Tajikistan, and Uzbekistan. The project is funded by the Government of Switzerland. The project focuses on the competitiveness and sustainable export growth of small and medium-sized enterprises (SMEs) and improving the capacities of business support organizations (BSOs) to provide quality services to SMEs. Furthermore, the project will foster regional exchange and knowledge sharing facilitated among SMEs and BSOs from partner countries. The envisaged long-term impact is to contribute to increase inclusive export growth in the targeted value chains with improved livelihoods and decent employment. The project is structured around three outcomes formulated as follows: • Outcome 1: Improved competitiveness and sustainability of SMEs in the agribusiness sector • Outcome 2: Improved BSOs performance in the agribusiness sector • Outcome 3: Enhanced regional / sectoral exchange and collaboration between sector actors. The role of this function is to provide administrative assistance to the above projects in Uzbekistan. FUNCTIONS/DUTIES: Under the direct supervision of the National Project Coordinators of the above-mentioned projects in Uzbekistan, and the overall guidance of the Programme Officer, OEECA (for the Ready4Trade project) and the Regional Trade Promotion Adviser, OEECA (for the Trade Promotion East project), and in close cooperation with relevant ITC technical officers, the National Project Assistant will be responsible for the following duties: Human Resources Management • Initiates, reviews, processes and follows-up on actions related to the administration of the human resource activities of the national projects’ office in Uzbekistan, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. • Responds to enquiries and provides information and advice to national staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, liaising with relevant administrative services in ITC HQ or UNDP, as necessary. Budget and Finance • Assists in the preparation and review of financial and human resource proposals/requirements. • Monitors expenditures and compares with approved budget; prepares adjustments as necessary; maintains the internal expenditures control system. • Assists managers in the elaboration of resource requirements for budget submissions. • Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures. • Prepares or customizes financial reports. • Co-ordinates with the National Project Coordinators, Programme Officer, Regional Trade Promotion Adviser, finance and budget staff at HQ on related issues during preparation of budget reports. General Administration • Prepares, processes and follows-up on administrative arrangements and forms related to the official travel, including arrangement of travel and hotel reservations, preparation of travel authorizations. • Prepares requests with all supporting documents for issuance of purchase orders, contracts, subcontracts and other documents related to procurement of goods and services. • Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters, in accordance with ITC and UNDP rules and procedures. • Coordinates extensively with service units and liaises frequently with ITC project management unit and UNDP on project related initiatives. • Performs other related administrative duties, as required (e.g. monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations). • May be responsible for guiding, training, and supervising the work of more junior General Service staff. Contract Administration • Assists with day-to-day administration of contracts with external contractors for outsourced services. • Audits the contractors' invoices against the goods and services provided by the contractor and approved by ITC project management. • Assists with processing the payment of contractors' invoices and monitors payments. • Performs any other related 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: High school diploma or equivalent. EXPERIENCE: A minimum of seven (7) years of professional experience in administrative services, finance, accounting, audit, human resources or related area. The minimum number of years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher. Experience of working in international/donor organizations or national development agencies would be an asset. COMPETENCIES: • Professionalism: Proficiency in Microsoft office, database packages and spreadsheets Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. • 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. • Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
