Job Description

  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 Small and Medium Enterprises (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 “Strengthening the Agriculture and agri-food value chain and improving trade policy in Iraq” project ITC will be implementing the project “Strengthening the agriculture and agri-food value chain and improving trade policy in Iraq” between 2020 and 2025. This project, funded by the European Union, aims to contribute to inclusive growth and job creation, particularly for youth for Iraq citizens. It seeks to enhance the trade competitiveness of Iraq’s agribusiness value chain, while improving the country’s trade policy. The principal government counterpart for this project is the Ministry of Trade. Additional project counterparts are the Ministry of Agriculture, the Ministry of Planning, and the Federation of Iraq Chambers of Commerce, among others. Project objectives:
  • Overall objective: Contribute to inclusive economic growth and job creation, particularly for youth in Iraq.

Project outputs (expected results) :
  • Micro, Small and Medium Enterprise (MSME) competitiveness and sustainability strategies are designed for high-potential products targeting domestic markets;

  • Productive and commercial value chain alliances and capacities of MSMEs to compete effectively enhanced;

  • Increased capacities of the enabling business environment to better support value chain competitiveness (with a particular emphasis on the improvement of knowledge and skills for employment among youth);

  • Iraq’s trade policy is improved for enhanced performance and value chain competitiveness.

Project team: A Project Management Team (PMT) will be established to oversee daily activities, manage and track budget and resources, provide administrative oversight, including monitoring and compliance, and manage relationships with key partners. The PMT is composed of
  • The ITC headquarter-based Project Manager and Technical Lead who guide and coordinate technical and programmatic, administrative and financial aspects of the project in close collaboration with ITC Project Output Leaders, other international organizations and designated national counterparts;

  • ITC technical officers/experts for the project outputs are responsible for the implementation of specific project activities under each output. All activities are implemented under the supervision of the ITC HQ Project Manager, in close coordination with the National Project Office and jointly with national partners and stakeholders;

  • A Project office in Baghdad with international and national resident staff. The office will house three professional staff, namely a Project Coordinator, a Value Chain Expert and a Business Environment Adviser, as well as an Project Administrative Assistant. The team will be supported by three additional part-time staff: a Communication Specialist, a Monitoring and Evaluation Expert and a Security Referral. The office will assume coordination and day-to-day management and will also extend Technical Support to project implementation. The office will equally be the outreach, communication and development of working relations with stakeholders.

ITC is looking to hire an Administrative Assistant in Baghdad, Iraq who, under the guidance and direct supervision of the ITC National Project Coordinator in Baghdad, will be responsible for supporting the overseeing of project activities on day-to-day basis to facilitate the implementation.
Duties and Responsibilities
The Administrative Assistant will be responsible for the following duties:
  • Performs a wide range of office support and administrative functions;

  • Assist in setting-up the project activity and budget monitoring tools;

  • Assist in collecting data and information for project monitoring and reporting;

  • Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports;

  • Monitors processes and schedules related the unit’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements;

  • Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc;

  • Generates a variety of standard statistical and other reports, work orders, etc., using various databases;

  • Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format;

  • Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and as necessary, refers inquiries to appropriate personnel for handling;

  • Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc;

  • Organize logistical aspects and provide administrative support for the effective running of project events, missions and workshops (incl. provision of relevant information for visas, travelling conditions, hospitality, organize accommodation, etc.);

  • Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site;

  • Assists in the preparation of presentation materials using appropriate technology/software;

  • Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit;

  • Performs data entry and extraction functions;

  • Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions;

  • Updates and maintains large distribution lists (including media); monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc;

  • Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.);

  • Maintains files (both paper and electronic) and databases for work unit;

  • Assists in providing software and office equipment support. Be responsible for logistics to support the office Administration, such as buying office equipment, stationary etc;

  • Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc;

  • Performs other duties as assigned.

Competencies
Critical Job-Specific Values & Competencies: All staff members are expected to adhere to the ITC values and competencies. The relevance for each assignment may differ depending on the specific assignment. Values
  • Integrity

  • Professionalism

  • Respect for Diversity

Core Competencies
  • Communication

  • Teamwork

  • Planning & Organizing

  • Accountability

  • Creativity

  • Client Orientation

  • Commitment to continuous learning

  • Technological awareness

Required Skills and Experience
Education:
  • High school certificate or bachelors’ degree in Business or Public Administration, Economics, Political Sciences, Social Sciences or other related field.

Experience:
  • A minimum of 6 years of experience with High School and 3 years with Bachelor’s in general office support or related area;

  • Previous experience in the UN or specialized agencies of the UN system desirable;

  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages;

  • Experience in handling of web based Management Systems;

  • Knowledge of UMOJA is highly desirable.

Language Requirements:
  • Fluency in written and spoken English. Fluency in Arabic is required.

Note: - Open for Iraqi Nationals only. - The shortlisted candidates only will be informed of the next steps of the recruitment process.
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