Administration Assistant

Background

The United Nations Conference on Trade And Development (UNCTAD) is the part of the United Nations Secretariat dealing with trade, investment, and development issues. The organization's goals are to maximize the trade, investment and development opportunities of developing countries and assist them in their efforts to integrate into the world economy on an equitable basis.

Throughout the recent two decades, the Republic of Tajikistan's Government has undertaken significant reforms to open the economy and introduce the market mechanisms. At present, the country’s leadership is willing to continue and deepen the structural transformation, particularly in the areas of transport infrastructure development and export diversification. Therefore, there is an urgent need for modernized and transparent Customs procedures to promote Tajikistan’s positioning as a land-linked transit country and a pro-active player in the regional trade and economic processes.

Under the World Bank funded Program, UNCTAD has recently signed an agreement with the Customs Services under the Government of the Republic of Tajikistan (CSGRT) for Reforms, Automation and modernization of Customs processes and procedures by implementation of Automated System for Customs Data (ASYCUDA) World under the Phase Four of the Central Asia Regional Links Program (CARS-4) Project of ASYCUDA Component. Administrative measures are taken to prepare the environment for implementing new Customs regimes and procedures to ensure transparency in the Customs clearance process and to fight Customs Corruption on one hand and to have simplified procedures on the other. 

In order to fulfill the requirements for the full implementation of ASYCUDA World, a national team will be hired to work closely with international experts. A National Project Manager of ASYCUDA will be hired under the project to lead and manage the national team for the reforms and full Automation of Tajikistan Customs.

In addition, the Administrative and all logistical arrangements of the project will be done through the United Nations Development Program (UNDP) in Dushanbe, Tajikistan; therefore, the process of recruitment will be managed through UNDP and the individual contracts will be issued accordingly.

Under the overall guidance and direct supervision of the Natioinal Project Manager, the Administration Assistant is responsible for assisting the effective and efficient management of the project providing administrative support management, applies and promotes a client-oriented approach consistent with UNCTAD’s rules and regulations.

S/he should posses high sense of responsibility, courtesy, tact and the ability to work with people of different national and cultural backgrounds

Duties and Responsibilities

1. Liaise with the relevant departments for the smooth process of Administrative affairs of the project pertaining to financial, procurement and logistical matters on timely bases;
2. Assist the ASYCUDA Project team in fulfilling the Project’s Development Objectives (PDOs) as per the Operational and Action Plan of the Project;
3. Follow up all the relevant Administrative, Human Resource and Financial matters with UNDP’s Country office for the smooth implementation of the Project;
4. Prepare financial documents (payment requests, purchase orders, etc) and maintain financial  records in accordance with the UN rules and procedures;
5. In close collaboration with team members and the counterparts prepare budget and cash flow forecast;
6. Filling and Archiving all relevant documents of the Project both in hard and soft forms;
7. Assist the ASYCUDA National Project Manager in preparation of Action Plan and Procurement Plan;
8. Support the Project team in preparation of monthly, quarterly and annual progress reports;
9. Organize Project’s meeting both internally and externally and take records and minutes of the meeting as required;
10. Ensure effective fleet management on project vehicles, including keeping log shets and timely vehicle maintenance;
11. Any other task as assigned by the line Supervisor.

Competencies

Corporate Competencies:

1. Demonstrates commitment to UNCTAD’s mission, vision and values.
2. Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Knowledge Management and Learning

1. Shares knowledge and experience

1. Provides helpful feedback and advice to others in the office
2. Be flexible as member of the team to assist Admin-supporting staff as required;

Self-Management

1. Focuses on result for the client
2. Consistently approaches work with energy and a positive, constructive attitude

1. Remains calm, in control and good humored even under pressure
2. Responds positively to critical feedback and differing points of views

Required Skills and Experience

Education:

• Completion of at least Secondary Education is required. Bachelor degree in Finance, Business Administraiton or Economics is desirable;

Experience:

• At least 5 years of proven relevant work experience in administration, finance or related fields is required with completion of Secondary Education, or minimum 3 years of relevant experience with Bachelor’s degree is acceptable;
• Previous experience in Tajikistan Public Sector especially with Customs or Trade related matters is desirable.

• Experience with the World Bank or internationally recognized organizatoins’ related projects is an advantage.
• Working knowledge of Ms. Office package

Language Requirements:

Fluency in spoken and written English, Tajik and Russian languages is a must