POSITION: ADMINISTRATIVE PROGRAMME ASSISTANT

Work Location: Lusaka, Zambia
Expected Duration: Until 31 December 2026, with possibility of extension

Overview

The goal of this function is to provide administrative support to ensure the effective and smooth implementation of programme operations and activities.

Background

The Africa Trade Competitiveness and Market Access Programme (ATCMA) Umbrella Programme is a major initiative aimed at sustainably increasing intra-African trade and trade between Africa and the European Union (EU).

Funded by the EU and implemented by the International Trade Centre (ITC) and the United Nations Industrial Development Organization (UNIDO), this four-year program aims to improve market access for specific value chains and increase the export competitiveness of SMEs in these sectors.

It also seeks to reduce trade barriers, enhance compliance with quality standards, and promote added value and export diversification. By prioritizing women- and youth-led businesses, ATCMA aims to promote economic inclusion and encourage sustainable business practices.

Duties and Responsibilities

Budget and Finance

• Monitors status of expenditures and allotments, records variations, and updates budget tables
• Consolidates data received and provides support to higher-level staff with respect to budget reviews
• Reviews the status of relevant expenditures and compares with the approved budget
• Reviews requisitions for goods and services to ensure correct expenditure and availability of funds
• Prepare payment requests, consultant and expert fees, per diems, and process supplier invoices
• Record petty cash account transactions and produce quarterly expense reports

General Administration

• Assist the project team in implementing project activities
• Prepare, process and follow up on administrative arrangements related to official travel
• Maintain participant lists for programme events
• Draft routine correspondence
• Maintain administrative files and documentation
• Coordinate with internal teams and service units
• Perform other administrative duties including travel coordination, vendor payments, and event organization

Contract Administration

• Assist with administration of contracts between ITC and external contractors
• Audit contractor invoices against goods and services provided
• Process payments and monitor contractor payments

Note: The selected candidate must be available for duty travel for short periods.

Qualifications and Experience

Education:
• High school diploma or equivalent

Experience:
• Minimum of five (5) years of professional experience in administrative services, finance, accounting, audit, human resources or related area
• Experience may be reduced to three (3) years for candidates with a university degree
• Experience in ERP/Umoja is desirable
• Previous experience in the UN system is desirable

Competencies

Professionalism
• Knowledge of MS Office and administrative systems
• Ability to perform a wide range of administrative functions
• Strong understanding of UN administrative and financial procedures
• Demonstrates efficiency, professionalism, and reliability

Communication
• Strong written and verbal communication skills
• Ability to clearly convey and interpret information

Teamwork
• Works collaboratively and values team input
• Shares responsibility and contributes to team success

Client Orientation
• Builds strong relationships with clients
• Understands and meets client needs effectively

Languages

• Fluency in English is required