Administrative Assistant (United Nations UN Jobs)

Organisation: International Trade Centre (ITC)

Duty Station: Kampala, Uganda

Application Deadline: 7th October 2025

Key Requirement: 7-9 years of project administration experience (reduced with university degree). Fluency in English required.

About the Organisation

The International Trade Centre (ITC) a multilateral agency with a joint mandate with the World Trade Organization and the United Nations through the United Nations Conference on Trade and Development. We provide country-and client-specific tailored support through unique advisory services, capacity building, training and mentoring, free tools and business data, and trade-specific publications.

Key Duties and Responsibilities

Budget and Finance

• Provides expert assistance in the preparation and development of the project’s work programme and budget.
• Assists in monitoring budget/work programme on a regular basis, and suggests reallocations of resources and implements the reallocations as necessary.
• Collects data from relevant databases and prepares customized financial reports.
• Provides assistance in the review, and preparation of the medium-term plan and its revisions.
• Reviews, analyses and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements from departments/offices at headquarters and in the field, including programmatic aspects.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Monitors budget implementation/expenditures; maintains financial databases and ensures timely reporting on commitment and disbursements; recommends reallocation of funds as necessary.
• Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.
• Assists in preparation of budget performance reports, analysing variances between approved budgets and actual expenditures.
• Processes a variety of financial and administrative transactions, including payment requests, purchase orders, travel authorizations, and vendor management, verifying accuracy and completeness of documentation prior to submission.
• Supports the HQ Administrative/Finance Leads in preparing financial reports by maintaining accurate records of expenditures, reconciling accounts, and consolidating supporting documentation.

General Administration

• Independently carries out a wide range of administrative and operational support functions for the implementation of project activities, ensuring compliance with UN rules, regulations, and procedures.
• Leads on day-to-day local operations, overseeing office management, facilities, utilities, and service providers, and ensuring efficient functioning of the project office.
• Provides oversight of local logistics, including organization of workshops, missions, and events; coordinates travel arrangements; manages transportation, accommodation, and protocol support as required.
• Provides guidance, training and daily supervision to other administrative and logistics staff and contractors in the area of responsibility.
• Provides assistance in drafting of budget agreements, or contributions for grants or other activities as appropriate.
• Identifies and resolves diverse issues/problems as they arise, and determines appropriate actions.
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field, particularly on operational and financial matters, ensuring timely follow-up and resolution of administrative issues.
• Acts as focal point for local procurement processes, including preparation of requisitions, vendor selection, receipt of goods/services, and verification of invoices.
• Maintains and updates office files, records, and databases, ensuring proper archiving of administrative and financial documents.
• Performs other related administrative duties, as required (e.g., operational travel programme, monitoring accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems, organize and coordinate seminars, conferences and translations).
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.

Contract Administration

• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Audits the contractors’ invoices against the goods and services provided by the contractor and approved by the UN.
• Processes the payment of contractors’ invoices and monitor payments.
• Prepares and processes all UN forms and permissions for project, including (if relevant): UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
• Performs other duties as required.

Qualifications, Skills and Experience

Education

High school diploma or equivalent.

Experience

A minimum of nine (9) years (reduced to seven (7) years with a completed university degree) of experience in programme or project administration, technical cooperation or related area. Experience working with Enterprise Resource Planning software is desirable. Experience in the United Nations Common System is desirable.

Competencies

Professionalism: 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 challeng

Languages

For the post advertised, fluency in oral and written English is required.

Additional Information

This contract will be administered on behalf of ITC by UNOPS. This vacancy is open for locally residing Uganda nationals. Applicants must be authorized to work in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station.

How to Apply

All qualified candidates who wish to join the International Trade Centre should apply online at the provided application link.

Deadline: 7th October 2025

Brown Alex Monday, 29 September 2025 Admin Jobs