Project Coordination Assistant

Result of Service

Provides reliable administrative coordination of project events planning and preparation activities and general office support services. Consistently applies appropriate policies, guidelines and procedures. Effectively and in a timely manner, liaises and interacts with colleagues and concerned parties internally and externally.

Work Location

Home-based, with possibility of travel

Expected duration

Three (3) months

Duties and Responsibilities

Background The International Trade Centre (ITC) is a joint agency of the United Nations (UN) and World Trade Organization (WTO) based in Geneva, Switzerland. ITC’s mission is to enable small business export success in developing and transition-economy countries, by providing, with partners, sustainable and inclusive development solutions to the private sector, trade support institutions (TSIs) and policymakers. The International Trade Centre launched the SheTrades Initiative to create an ecosystem of integrated solutions that empower women economically through greater integration in trade and investment. SheTrades works with partners including governments, private sector, international organizations, and others to catalyze and expand trade opportunities for women entrepreneurs. Through country-based activities, SheTrades enables women entrepreneurs to improve the quality of their products and services. Description of Duties/Responsibilities The contractor will be working under the supervision of the SheTrades project manager and under the overall supervision of the Head, SheTrades Initiative. The contractor is expected to conduct the following duties under this assignment: 1. Support with events management: • Secure dates and times with co-hosts • Assist in preparing TORs for venues • Draft agendas • Invite and coordinate speakers • Collect/confirm all logos • Create registration forms/links • Arrange logistics • Draft invitation letters (participants, speakers, donor) • Organize list of participants • Send out invitation letters • Follow-up with participants for confirmation • Draft evaluation forms • Create ITC events calendar entry • Create SheTrades trainings calendar entry • Arrange final logistics / run test calls • Collect registration info • Hand out evaluations / run poll • Save recordings and files • Update ITC events calendar 2. Support with Monitoring and Evaluation • Upload files to document management database • Provide inputs for monthly and quarterly reporting 3. Support with logistics: • Secure quotations • Liaise with vendors for relevant documentation • Securing documents from participants • Collect receipts/invoices • Fill out the DSA excel sheet with participants details Copyright Clause: The Consultant has to ensure that s/he has obtained the necessary permissions with regard to intellectual property rights required to perform his/her services under this consultancy contract and for the subsequent dissemination by ITC in any form. Documentary proof is to be submitted to ITC. Should any license fee be due for the use of copyrighted materials of third parties, the Consultant shall request prior written permission from ITC. S/he has further to ensure to obtain accreditation to event(s), if required. ITC champions workforce diversity, inclusion, gender equality and gender parity and considers all qualified persons - of all genders - equally, including those with disabilities, without discrimination or prejudice of any kind.

Qualifications/special skills

High school diploma. At least three (3) year of work experience with project coordination and monitoring and evaluation Experience in the development of communication materials. Skills: • Excellent oral and written communication skills, with report-writing experience • Demonstrated ability to manage multiple priorities, deadlines, tasks efficiently • Computer literate in MS office applications (PowerPoint, Excel and Word)

Languages

Advance knowledge of English (writing and speaking) is required. Knowledge of French and/or Spanish desirable.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.