International Trade Centre Administrative Assistant Jobs in Kenya


Job Summary

Support the ITC Africa Regional Director (Responsible for EAC) in office management, administration, HR, finance, and contract administration. Provide efficient coordination and ensure smooth operations of the Regional Office under the Division of Country Programmes (DCP).

Key Responsibilities

Office Management & General Administration

  • Perform full range of office management and administrative support functions.

  • Maintain liaison with Regional Office and HQ teams on programmes and administrative matters.

  • Ensure smooth information flow, prepare confidential information, and assist in developing office systems.

  • Draft responses to correspondence and compile background materials for reports and briefs.

  • Collect and analyze data for reports, planning, and decision‑making.

  • Coordinate meetings, training, and events; prepare minutes and monitor follow‑up.

  • Orient new staff and coordinate office support staff.

  • Maintain calendar/schedules of the Regional Director and office.

  • Prepare and follow up on travel arrangements.

  • Maintain files of rules, regulations, and administrative instructions.

    Human Resources Management

  • Initiate and monitor HR actions, ensuring consistency with regulations.

  • Enter and certify data for time/attendance and performance appraisals.

  • Review entitlements claims and liaise with central HR services.

  • Maintain staffing tables and review UMOJA reports.

    Budget & Finance

  • Monitor expenditures and allotments via UMOJA.

  • Consolidate data and support budget reviews.

  • Review requisitions for goods/services and availability of funds.

  • Assist in budget performance submissions and prepare financial reports.

    Contract Administration

  • Administer contracts with external contractors.

  • Audit invoices against
    goods/services provided.

  • Process contractor payments and monitor status.

  • Prepare and process UN/ITC forms for staff passes, permits, and access.

    Competencies

  • Professionalism: Broad administrative knowledge, ability to apply UN rules, persistence under challenges, commitment to gender equality.

  • Communication: Clear oral/written skills, active listening, openness in sharing information.

  • Teamwork: Collaborative approach, valuing diverse input, supporting group decisions.

  • Accountability: Ownership of responsibilities, compliance with regulations, delivering outputs on time.

    Education

  • High school diploma or equivalent required.

    Work Experience

  • Minimum 5 years’ experience in administration, finance, accounting, audit, HR, or related area (3 years with a university degree).

  • 1 year or more of experience in data analytics desirable.

  • Experience using ERP systems desirable.

  • Experience in regional or international organizations desirable.

    Languages

  • Fluency in English required.

  • Knowledge of French desirable.

    How to apply

    For more information and job application details, see; International Trade Centre Administrative Assistant Jobs in Kenya

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