LICA 6 - Administrative Assistant, Dushanbe, Tajikistan

This vacancy is open for locally residing Tajikistan nationals ONLY.

Vacancy No: ITC/ICA/49/2022

Assignment TitleAdministrative Assistant

Category/GradeUNOPS - LICA 6

Requesting Division / SectionDivision of Country Programmes / Office for Eastern Europe and
Central Asia

Duty stationDushanbe, Tajikistan (home-based)

Duration01 March – 31 December 2023, with possibility of extension

Application period02 December – 18 December 2022

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. 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.

ITC is implementing a 4-year technical assistance project Ready4Trade - Central Asia in Kazakhstan,
Kyrgyzstan, Tajikistan, Turkmenistan, and Uzbekistan. The project aims to promote international trade
in Central Asia by enhancing the transparency of cross-border requirements, removing regulatory and
procedural barriers, strengthening business capability to comply with trade formalities and standards,
as well as by improving cross-border e-commerce. The project is funded by the European Union.

The project is structured according to four results/outcomes:
1. Reduced key regulatory and procedural obstacles to international trade in CA countries;
2. Improved compliance of SMEs with cross-border requirements;
3. Improved business environment in the CA countries for conducting cross-border E-commerce,

with a focus on women-led companies;
4. Improved business environment for women-led enterprises to participate in international trade.

FUNCTIONS/DUTIES

Under the direct supervision of the National Project Coordinator in Tajikistan, and the overall guidance
of the Project Officer, as well as the Chief, Office for Eastern Europe and Central Asia, ITC, Geneva,
the Administrative 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 unit’s

human resource activities, 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 National Project Coordinator, Project Officer, 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.

KEY DELIVERABLE AND MONITORING / PROGRESS CONTROLS (OUTPUTS)

Outputs and Delivery Timelines:
Contributes to the effectiveness and efficiency of the department/unit by providing administrative support
and specialized assistance to more senior staff in the assigned areas of responsibility.

RECRUITMENT QUALIFICATIONS

Minimum education and qualifications (level and field of study)
High school diploma or equivalent.

Desirable education and further qualifications
Specialized trainings in finance/accounting are desirable.

Minimum experience (nature, length and field of experience)
A minimum of seven (7) years of professional experience in administrative services, finance, accounting,
audit, human resources or related area.

Desirable experience
Experience of working in international/donor organizations or national development agencies would be an
asset.
Minimum language requirement
Advanced knowledge of English, Russian and Tajik is required.

Critical job-specific competencies

ITC’S VALUES are: Integrity, Professionalism, Respect for Diversity

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.

ADDITIONAL INFORMATION

consideration. Applications received after the deadline will not be accepted.