Administrative Assistant, DCP/OA, G5

The Administrative Assistant will provide comprehensive office management and administrative support to the ITC Africa Regional Director, ensuring smooth information flow and efficient operations. The role involves coordinating administrative tasks, supporting human resources activities, and assisting with budget and finance monitoring. This position is based in Nairobi, Kenya, and reports to the ITC Africa Regional Director.

• Perform the full range of office management and administrative support functions to the ITC Africa Regional Director.
• Maintain liaison with the Regional Office and other units regarding programmes and administrative matters.
• Ensure smooth and efficient information flow within the office; prepare and process confidential information.
• Assist in developing office administrative systems and procedures.
• Respond to or draft responses to correspondence and other communications.
• Research, compile, and summarize background materials for reports, briefs, and speeches.
• Assist with data collection, analysis, and preparation of data presentations and reports.
• Coordinate service-wide activities, meetings, training, special projects, and events.
• Attend meetings, prepare minutes, and monitor follow-up activities.
• Orient new staff to administrative procedures and provide general assistance to office support staff.
• Maintain calendars and schedules, monitor changes, and communicate relevant information.
• Prepare and follow up on administrative arrangements for official travel.
• Maintain files of rules, regulations, and administrative instructions.
• Initiate, process, and follow up on HR actions, ensuring consistency in regulations and procedures.
• Enter and maintain administrative data for time and attendance, performance appraisal, etc.
• Review entitlements-related claims and reports; liaise with central HR.
• Maintain organizational staffing tables and review UMOJA reports.
• Monitor budget expenditures and allotments through UMOJA, record variations, and update budget tables.

• High school diploma or equivalent.
• Five years (or 3 years with a university degree) of experience in administrative services, finance, accounting, audit, human resources or related area is required.
• 1 year or more of experience in data analytics or related area is desirable.
• Experience using an ERP system is desirable.
• Experience having worked in a regional or international organization is desirable.