Result of Service

The goal of this function is to provide administrative support to ensure the effective and smooth implementation of programme operations and activities.

Work Location

Gaborone, Botswana

Expected duration

One year, with possibility of extension

Duties and Responsibilities

Background The Africa Trade Competitiveness and Market Access Programme (ATCMA) Umbrella Programme is a major initiative aimed at sustainably increasing intra-African trade and trade between Africa and the European Union (EU). Funded by the EU and implemented by the International Trade Centre (ITC) and the United Nations Industrial Development Organization (UNIDO), this four-year program aims to improve market access for specific value chains and increase the export competitiveness of SMEs in these sectors. It also seeks to reduce trade barriers, enhance compliance with quality standards, and promote added value and export diversification. By prioritizing women- and youth-led businesses, the ATCMA aims to promote economic inclusion and encourage sustainable business practices. This umbrella programme is structured around two intervention levels: 1) The Continental Component and 2) Sub-regional Components in five RECs: COMESA, EAC, ECCAS, ECOWAS and SADC The current opening pertains to the SADC sub-regional component of the ATCMA umbrella programme. The ATCMA SADC programme is thematically structured into five components leading to 5 outputs as follows: In relation to Specific Objective 1: • Output 1.1: Market access barriers identified and reduced • Output 1.2: Strengthened quality compliance and standards • Output 1.3: Value-chain revision mechanism facilitated In relation to Specific Objective 2: • Output 2.1: Enhanced value addition and diversification • Output 2.2: Enhanced SME capacities and opportunities for business and export While UNIDO is in charge of implementing output 1.2 and 2.1., ITC is responsible for the implementation of output 1.1, 1.3 and 2.2. To ensure an overall coherent umbrella ATCMA framework, coordination and complementarity between the Continental component and sub-regional components will be ensured throughout the overall programme implementation. Description of Responsibilities Under the supervision of the ATCMA SADC ITC Programme Coordinator at HQ in Geneva and in close collaboration with Technical experts in Gaborone, the Administrative Programme Assistant will be responsible for the following duties: Budget and Finance • Monitors status of expenditures and allotments, records variations, updates budget tables. • Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies. • Reviews status of relevant expenditures and compares with approved budget. • Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds. • Prepare payment requests, consultant and expert fees, per diems, and process supplier invoices and other payments. • Record petty cash account transactions and produce a quarterly expense report. General Administration • Assist the project team in implementing project activities. • Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff, consultants and programme beneficiaries • Establish and maintain list of participants to events organized by the programme according to pre-defined formats • Drafts routine correspondence. • Maintains files of rules, regulations, administrative instructions and other related documentation. • Maintains up-to-date work unit files (both paper and electronic). • Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. • Performs other related administrative duties, as required, e.g., operational travel programme; 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 administrative arrangements for seminars, conferences and translations. Contract Administration • Assists with day-to-day administration of contracts between ITC and external contractors for outsourced services. • Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN. • Processes the payment of contractors' invoices and monitor payments. NOTE – The selected candidate must be available for duty travel for short periods 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 five (5) years of professional experience in administrative services, finance, accounting, audit, human resources or related area. The minimum years of relevant experience can be reduced to three (3) for candidates who possess a first-level university degree or higher. Experience in ERP/ Umoja is desirable Previous experience in the UN common system is desirable. COMPETENCIES: ITC core values: Professionalism, Integrity, Respect for Diversity • Professionalism: Knowledge of MS Office. knowledge of Enterprise Resource Planning software (SAP), content management systems (SharePoint) collaboration platforms (MS Teams) and shared task tracking tools is desirable 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. • 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. • Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client

Languages

Fluency in English and French, (both oral and written) is required.

Additional Information

This contract will be administered on behalf of ITC by UNOPS. This vacancy is open for locally residing Botswana 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.