Job: Administrative Assistant

Location: Geneva 
Deadline: Friday, 18 October 2013 

Description

JOB OPENING Date: 19 September 2013

The International Trade Centre is looking for a:

Administrative Assistant

Post level: G-5

Division/Section: Office of the Executive Director (OED) / Communications and Events (CE)

Duty Station: Geneva, Switzerland

Job Opening No.: ITC/VN/18/2013

Deadline for application: 18 October 2013 (midnight Geneva time)

Entry date: as soon as possible

Duration of appointment: Two years, renewable

Post restricted to local recruitment THE ITC The work of the International Trade Centre (ITC) is focused on delivering 'Export Impact for Good'. We target the private sector, trade support institutions and the promotion of government policies which contribute to competitive trade and sustainable and inclusive development. We support developing and transition countries in seeking out and promoting export opportunities – leading to economic growth, job creation and poverty reduction. If you are a passionate and committed individual who wants to make a lasting difference, then ITC is the place to be. For further information and details of how to apply, please visit ITC's website: www.intracen.org

ORGANIZATIONAL SETTING

This post is located within the Office of the Executive Director which provides strategic leadership for the development and management of the organization. It coordinates the corporate work programme through preparation and monitoring of the Centre's Business Plan and the key functions of evaluation, resource mobilization and corporate communications. It chairs key committees to lay corporate development, strategic orientation and policy direction and represents the Centre at the executive level vis-à-vis governments, United Nations bodies, WTO and other organizations. The Office of the Executive Director also assumes technical and managerial responsibility for ITC's events, including the World Export Development Forum.

RESPONSIBILITIES

Under the direct supervision of the Chief, Communications and Events the incumbent will be responsible for:

Human Resources Management

• Initiating, processing, monitoring, reviewing and following-up on actions related to the administration of the unit's human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures;
• Entering, maintaining and certifying administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems;
• Reviewing entitlements-related claims and reports; ITC job openings are available on http://www.intracen.org/about/itc-careers/current-job-openings/
• Providing advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary;
• Maintaining and reviewing organizational staffing tables; prints and reviews IMIS reports.

Budget and Finance

• Monitoring status of expenditures and allotments through IMIS, records variations, updates budget tables;
• Consolidating data received and providing support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies;
• Reviewing status of relevant expenditures and compares with approved budget;
• Reviewing requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds;
• Assisting in the preparation of budget performance submissions;
• Preparing statistical tables and standard financial reports. General Administration
• Preparing, processing and following-up on administrative arrangements and forms related to the official travel of staff;
• Drafting routine correspondence;
• Maintaining files of rules, regulations, administrative instructions and other related documentation;
• Maintaining up-to-date work unit files (both paper and electronic);
• Coordinating extensively with service units and liaises frequently with internal team members both at Headquarters and in the field;
• Performing 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
• Assisting with day-to-day administration of contracts between the UN and external contractors for outsourced services;
• Auditing the contractors' invoices against the goods and services provided by the contractor and approved by ITC;
• Processing the payment of contractors' invoices and monitor payments;
• Preparing and processing all ITC forms and permissions for contractual and work Unit, Section or Service ITC staff, including: ITC grounds passes, property passes, ITC parking permits, swipe-card access and door keys.

ELIGIBILITY CRITERIA EDUCATION:

High school diploma or equivalent.

WORK EXPERIENCE:

A minimum of 5 years of experience in administrative services, finance, accounting, audit, human resources or related area.

LANGUAGES:

Advanced knowledge of English with a working knowledge of French or Spanish. Knowledge of other UN official languages is an asset KNOWLEDGE AND SKILLS: Previous experience of IMIS desirable.

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, Judgment/Decision making.

For further information on competency based interview please click here CRITICAL JOB-SPECIFIC VALUES AND COMPETENCIES ITC Values

• Professionalism

Core Competencies

• Teamwork
• Planning & Organizing
• Accountability

TERMS OF SERVICE

Appointments with ITC are service-limited to this organization. The conditions of service are governed by the United Nations Staff Rules and Regulations. This is a fixed term appointment.

INDICATIVE ANNUAL SALARY AT THE G-5 LEVEL

Annual Salary (net of tax) CHF 75,093 at single rate, with annual increments subject to performance. For further information please consult the International Civil Service Commission website: http://icsc.un.org

HOW TO APPLY

Candidates are required to complete an on-line application. To apply, please visit the ITC website at http://www.intracen.org/about/itc-careers/current-job-openings/ which provides all related instructions on how to complete the on-line personal history form (PHF). Candidates should also submit a motivation letter.

ADDITIONAL INFORMATION

Applicants will be contacted only if they are under serious consideration. Applications received after the deadline will not be accepted. Information on the status of a vacancy can be obtained at: http://www.intracen.org/about/itc-careers/current-job-openings/

Applicants will be required to take the ITC Microsoft Office Proficiency Test (ITC uses Microsoft Office 2010) if not already having done so. A written test may be held for this position. You must ensure that you are the sole author of the answers. Reference materials including your own work and material may be used if properly cited. Please be informed that software that detects plagiarism will be used to verify candidate's answers .

Please note that candidates to this position may be considered for other ITC job openings subject to meeting the relevant eligibility and competency requirements. ITC does not discriminate on the basis of gender, race, nationality, religion or other social criteria. ITC is fully committed to the implementation of the resolutions of the United Nations General Assembly for gender mainstreaming and applications from qualified women and men are equally welcome.

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