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  • Organization: UNDP - United Nations Development Programme
  • Location: Vientiane
  • Grade: SB-2 (SC3/SC4), Service Contract, Local Contractors Agreement - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2019-07-18

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Administration Assistant

Vientiane (Lao )

Background

The International Trade Centre (ITC) is the joint agency of the World Trade Organization (WTO) and the United Nations (UN). It is the only multilateral agency fully dedicated to supporting the internationalization of SMEs. ITC's mission is to foster inclusive and sustainable growth and development through trade and international business development. ITC Headquarters is located in Geneva, Switzerland. 
 
ITC projects and programmes contribute to the global efforts to achieve UN Global Goals for Sustainable Development and the Aid for Trade agenda.
 
ITC works at three levels: 
•Strengthening the  integration of the business sector of developing countries and economies in transition into the global economy,
•Improving the performance of trade and investment support institutions for the benefit of small and medium size enterprises (SMEs), and enhancing the abilities of trade support institutions to better support them,
•Improving the international competitiveness of SMEs.
 
About the Project ARISE Plus – Lao PDR 
 
ITC is the selected agency for the implementation of the “Lao PDR Trade-Related Assistance (ARISE Plus – Lao PDR)” project, funded by the European Union (EU). 
 
ARISE Plus – Lao PDR is the national Lao component of the regional ARISE Plus Programme supporting regional economic integration under focal sector 1 of the 2014-2020 Multiannual Indicative Programme for Asia. In line with the new European Consensus on Development “Prosperity” chapter and its focus on inclusive and sustainable growth and jobs, it supports the Government of Lao PDR to reap the benefits of regional integration in line with multilateral trade frameworks such as the WTO Agreement on Trade Facilitation (TFA).
 
ARISE Plus – Lao PDR is the four-year National Lao component of the regional ARISE Plus programme that contributes to the integration of the Lao economy into global production chains through targeted support to both the public and private sectors, with a focus on smallholders and SMEs. The Overall Objective is to promote inclusive economic growth, increased climate change resilience, mitigation of vulnerability (especially due to dependence on a limited number of sectors and markets) and job creation in Lao PDR. The Specific Objectives are: a) to improve the business environment in targeted sectors with a focus on regional economic integration (ASEAN); and b) to increase trade and participation in global value-chains in targeted sectors.
 
The Administrative Assistant will work under the overall supervision of the Geneva-based Project Manager and the direct supervision of the Lao-based Senior Programme Manager. Under the guidance of the Senior Programme Manager, the Administrative Assistant will be responsible to undertake functions related to administration, logistical support and management of official events including workshops, conferences and meetings in Lao PDR.
 

Duties and Responsibilities

The Administrative Assistant will be responsible for providing support on office administrative matters, contributing to the travel, events, meetings and other project activities.
 
Summary of key functions
1.Organize travel for international consultants and ITC HQ staff visiting Lao PDRl, including drawing up itineraries, preparing travel authorization, obtaining clearances and signatures, ticket reservations, collecting tickets, processing travel claims as well as requesting for reimbursement of travel expenses;
2.Support the organization of workshops, training, roundtables and similar events by, among others: sending out invitations, printing agendas, identifying venues according to agreed criteria;
3.Support the organization of biannual meetings of the Project Review Committee (PRC);  
4.Manage the support material for the project such as agendas and working papers for trainings, roundtables, including printing;
5.Compile, summarize, and present basic information/data on specific project and related topics or issues;
6.Review project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures (e.g. EU's finance and contract system and reporting lines) prior to submission for final approval and signature; identify inconsistencies; distribute project documents to relevant parties upon approval;
7.Review budget revisions; verify availability of funds; ensure necessary approval and entry in computerized budget system with the EU's finance and contract system and reporting lines., ;
8.Serve as focal point for administrative coordination of project implementation activities, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.;
9.Compile, summarize and enter data on project delivery; draft related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management;
10.Draft correspondence on budget-related issues; prepare and update periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.;
11.Provide general office assistance; respond to complex information requests and inquiries; review, logs and routes incoming correspondence; set up and maintains files/records; organize meetings, workshops; handle routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.;
12.Undertake any other tasks requested by the Senior Programme Manager and the National Project Officer, related to the implementation of the project in Lao PDR.
 
IV. Competencies and Selection Criteria
Description of Competency at Level Required
(For more comprehensive descriptions please see the competency inventory)
In this section list all core competencies as well as the most relevant technical/functional competencies the role will require along with the appropriate level.  A Detailed list of competencies can be accessed through the following link: https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx
 

Competencies

Core
 
Innovation
Ability to make new and useful ideas work
Level 2: Analyzes complex technical materials (including data) and makes concise, relevant recommendations
 
Leadership
Ability to persuade others to follow
Level 2: Proactively identifies new opportunities and challenges
 
Communication
Ability to listen, adapt, persuade and transform
Level 2: Takes ownership of responsibilities
 
 
Communication
Ability to listen, adapt, persuade and transform
Level 2: Understands, explains and shares information on assigned tasks with accuracy and clarity
 
Delivery
Ability to get things done while exercising good judgement
Level 2: Meets goals and timelines for delivery of products or services;     
 
Technical/Functional
Detailed list of competencies can be accessed through https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx
 and hiring managers are encouraged to familiarize themselves for more information
 
Project Management
Ability to plan, organize, and control resources, procedures and protocols to achieve specific goals
Level 2: Execute & Learn: Execute & Learn: Perform defined tasks
 
 
Risk Assessment
Knowledge of risk assessment methodologies and ability to determine degree of risk and apply to strategic and/or practical situation
Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work
 
Risk Management Ability to identify and prioritize risks, and organize action around mitigating them
Level 2:Execute & Learn:Performs defined tasks efficiently and deepens knowledge of area of work
 
Financial Planning and Budgeting
Ability to create and manage processes to achieve Project's long and short-term financial goals
Level 2: Technical Assistance: Performs defined tasks efficiently and deepens knowledge of area of work
 

Required Skills and Experience

Education:
Bachelor’s degree in business administration, finance or related field with 3 years of experience in the field of technical assistance including some experience in administration, office management or related field.
 
Experience:
•Proficiency in the use of information technology (word processing, spreadsheets and data management), while being well conversant with the internet/intranet environment;
•Experience in UMOJA will be considered as an asset;
•Experience of working with an International Organization in a multi-cultural environment will be an added advantage;
•Knowledge of Lao PDR Government structure and requirements for implementation of activities at local level would be an asset.
 

Disclaimer

Language Requirements:
•English and Lao with excellent written and oral communication skills is required.
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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