Org. Setting and Reporting

The International Trade Centre (ITC) mandate is: "Transforming trade. Changing lives." By enabling trade-led economic development, especially in the Global South, ITC enables small businesses to reach their potential and strengthens ecosystems for long-term impact. This position is located in the Green and Inclusive Value Chains (GIVC) section within the Division of Inclusive and Sustainable (DSIT) of the International Trade Centre (ITC) in Geneva. The Green and Inclusive Value Chains section supports small businesses in developing countries navigate the green transition. The section promotes sustainable and inclusive value chains by providing trade related technical assistance to stakeholders across the value chain to strengthen social and environmental sustainability practices, build climate resilience and ultimately, remain competitive in the changing market and policy landscape.

Responsibilities

Under the direct supervision of Chief, GIVC and under the general guidance of the Director, DSIT, the incumbent will be responsible for the following duties:

Performs, under minimal supervision, the full range of office management and administrative support functions; typically provides direct assistance to a senior officer or manager responsible for a major programme, such as a branch or division.
Maintains liaison with with senior officials in other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the unit’s outputs, products, tasks, etc.
Ensures smooth and efficient information flow within the unit; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.
Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events.
Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies.
Attends meetings, prepares minutes, monitors follow-up activities.
Responds or drafts responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
Assists in the coordination of programme/project planning and preparation work for medium-size and complex component of DISIT programme/project initiatives; monitors status of programme/project proposals and receipt of relevant documentation for review and approval.
Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.
Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).
Assists in the preparation of presentation materials using appropriate technology/software.
May provide some specialized support to unit (e.g. technology support, editing, desktop publishing, etc.).
Maintains calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.).
Maintains files (both paper and electronic) and databases for work unit.
Performs other duties as assigned.

Competencies

Professionalism – Knowledge of general office and administrative support including administrative policies, processes and procedures. 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.
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.
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.
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

Education

High school diploma or equivalent.

Job - Specific Qualification

Not available.

Work Experience

A minimum of five years’ (3 years with a university degree) experience in general office support or related area is required. Experience in the UN common system is desirable. Experience using an ERP system is desirable. Experience assisting in programme management is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. French is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).

Required Languages

English — Reading: UN Level III; Listening: UN Level III; Speaking: UN Level III; Writing: UN Level III

Desirable Languages

French — Reading: UN Level II; Listening: UN Level II; Speaking: UN Level II; Writing: UN Level II

Assessment

Assessment will be undertaken through a comparative analysis of the applications. The assessment may also include a competency-based interview and/or other appropriate evaluation mechanisms.

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International Trade Centre is looking for a Staff Assistant