Team Assistant

Overview

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 Standards and SPS Expert a Regional Administrative Assistant (current opening) and National Administrative Assistant in Burundi. At Headquarters, located within the Office for Africa, there will be a Programme Management Officer, a Project Officer and a Programme Assistant.

• Performs a wide range of office support and administrative functions.
• 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.
• Facilitate liaison with other colleagues based in Kampala, Bujumbura, Nairobi, Kigali and ITC’ HQ as required (phone call, email, letters etc.)
• 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.
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• 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.
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• Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
• 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; 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 and support to ITC staff and consultants (e.g. leave and attendance recording, arrangements for meetings and other events (training workshops), 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.
• Monitors Imprest Account Expenditures and bring them to the attention of the Senior Technical Officer.
• Provides guidance to the Team Assistant in Burundi on general office processes and procedures.
• 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. Training in project management and/or business administration would be an advantage.

b. Work Experience

A minimum of four years (4) of work experience in programme or project administration, technical cooperation or related area.

Experience in working with African countries and development partners, private sector or civil society organisations in the region would be an asset.

c. Language (s)

Advance knowledge of English is required. Working knowledge of French and Swahili desirable.