Project Administrative Assistant

The MARKUP project implemented by ITC in Burundi is part of a bigger MARKUP programme in which other partner organizations are involved and working all under the same umbrella. More specifically, ITC has the responsibility to implement a regional component for the EAC (EAC-Window) as well as country specific components (Tanzania and Burundi Windows) which are all integrated and delivered as one and in close collaboration with other programme stakeholders. The programme is funded by the European Union.

Concerning ITC’s involvement, MARKUP covers the following interventions:

EAC-Window:

• Enhanced capacity to advocate for the removal of sector trade barriers
• Export competitiveness enhanced for sector SMEs
• Business development capacities improved for sector SMEs

Tanzania Window:

• Enhanced awareness on sector enablers through market analysis and research

Burundi Window:

• National Quality Infrastructure framework, inspection and certification services strengthened
• Laboratory testing capacities for coffee/tea improved
• Quality related extension services strengthened

The Programme will be implemented in close collaboration with the German International Cooperation Agency (GIZ), with a Project Coordination Unit (PCU) to be set up in Arusha, Tanzania, and with a backstopping unit based in Headquarters. The PCU in Arusha will consist of a Coordinator, a Senior Regional Technical Officer, an M&E Officer, a Standard and SPS Expert and two Assistants. At ITC Headquarters, located within the Office for Africa, there will be a Programme Management Officer, a Project Officer and a Programme Assistant.

For the Burundi Partner States Window Project, ITC will stablish a Country Office in Bujumbura. This Office will assume coordination and day-to-day management and operations, and will also extend technical support to project implementation. An important function of the Office will be the outreach, communication and development of working relations with provincial stakeholders as well as with the EAC Secretariat and other project partners.  The Country Office will be staffed with one National Project Coordinator (NPC) and a Project Administrative Assistant who will be responsible for the coordination and delivery of technical services under the Partner States Window as well as the EAC Window. This will include direct intervention on the technical deliverable, coordination services, administrative functions, reporting and monitoring. . For this Burundi Partner States Window Project, the Trade Facilitation and Policy for Business Section of ITC will provide backstopping support

• Provides general office support services to help ensure the smooth functioning of an organizational unit;
• Uses standard word processing package to produce a variety of routine correspondence, reports, tables, charts, graphs, etc., in accordance with institutional standards;
• Facilitate liaison with other colleagues based in Arusha and ITC’ HQ as required (phone call, email, letters etc.);
• Proofreads written products for completeness and grammatical and typographical accuracy;
• Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit;
• Reviews, records, routes and/or processes mail or other documents; gathers pertinent background material; tracks and monitors follow-up action as required;
• Receives phone call and visitors, and responds to routine inquiries and information requests, including drafting routine written responses, or routes to appropriate personnel for handling as required;
• Maintains files (both paper and electronic) and databases for work unit;
• Updates and maintains large distribution lists; assemble documents, reports and other materials for global dissemination, where possible using electronic formats; coordinates courier services;
• Performs basic data entry and extraction functions;
• Checks accuracy of simple calculations, data, etc.;
• Assists in administrative tasks and support to ITC staff and consultants ;
• Photocopies a variety of documents and other materials;
• Operates and maintains a variety of office equipment in the performance of basic office functions, e.g. photocopier, printer, scanner, etc.;
• Delivers urgent mail/messages; and
• Performs other duties as assigned.

Provides reliable administrative coordination of MARKUP planning and preparation activities and general office support services in the country. Processes work and requisite follow-up accomplished under some supervision, seeks advice from and/or reporting to supervisor as needed. Accurately prepares administrative documents.  Consistently applies appropriate policies, guidelines and procedures. Effectively and in a timely manner, liaises and interacts with colleagues and concerned parties internally and externally.

a. Education 

High school diploma or equivalent is required.

b. Work Experience

A minimum of two years of experience in programme or project administration, technical cooperation or related area. Experience in working with countries and development partners in the region an asset.

c. Language (s)

Fluent English and French is required. Working knowledge of Kirundi and Swahili desirable.

• Be able to work with diverse stakeholders;
• Ability to work independent with minimum supervision;
• Ability to work within tight deadlines and under pressure;
• Demonstrate ability to work in a team effectively to achieve results.
• Excellent knowledge of MS Office and other office automation tools.

• Excellent report writing skills
• Understanding of EAC development issues is desirable.

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
• This post is open to Burundian nationals only.

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale. 

UNOPS values its people and recognizes the importance of balancing professional and personal demands.