Programme Assistant (LICA 7)

Result of ServiceThe goal of this job function is to ensure the effective implementation of the Trade for Jobs Uganda initiative through comprehensive project and administrative support. Work LocationKampala, Uganda Expected durationOne year, with possibility of extension Duties and ResponsibilitiesBACKGROUND: Trade for Jobs Uganda is a five-year initiative (2025–2030) co-led by the International Labour Organization (ILO) and the International Trade Centre (ITC), with funding from the Swedish International Development Cooperation Agency (Sida). Using a market systems approach, the project leverages trade as a driver for decent job creation and income generation for women and men living in poverty in Uganda, by strengthening two high-potential sectors: dairy and tourism. The project will build toward national objectives and priorities on developing the production, productivity and value addition of both sectors, as outlined in the National Development Plan (NDP) IV (2025/26-2029/30). It intends to do this for the project beneficiaries – women and men living in poverty, through: • Strengthening regional and global trade of dairy products and tourism services, with a focus on micro enterprises and SMEs. • Supporting private sector development for micro, small, and medium enterprises (MSMEs), including through value addition, diversification, enhancing competitiveness, and improving the business environment. • Engaging with Swedish companies to leverage their expertise, services, products and private investment potential. The project will adopt a market systems approach as it is an approach that focuses on delivering long-term sustainable impact at scale. The approach is analysis-focused, partner driven, and driven by evidence-based adaptation. RESPONSIBILITIES: Under the direct supervision of the ITC Trade for Jobs Uganda Project Manager and in close coordination with the Trade for Jobs Uganda Deputy Team Lead, the Programme Assistant will perform the following duties: • Independently provides full range of programme/project management and implementation assistance at all phases of the programme/project cycle for, typically, a large and highly complex component of the departmental programme/project initiatives, seeking guidance only in exceptional circumstances. • Works with funding agencies, local banks; obtains requisite clearances; contributes to the establishment of proper monitoring systems through scheduled reporting, review meetings and missions. • Drafts budget and forecast based on submissions; prepares monitoring checklists, identifying stages of programme/project development, funding source, inputs by reviewing internal and external bodies, and follow-up actions required. • Monitors budgetary commitments, including verification of charges and obligation documents in Umoja for all financial transactions; prepares periodic budget revisions and ensures appropriate resource allocations; reconciles accounts with amended budget; evaluates trends of financial implementation and makes necessary recommendations to line manager. • Drafts inputs for a wide range of documents/reports, briefings/debriefings, correspondence, etc. • Serves as focal point for coordination, monitoring and expedition of implementation activities and participates in programme/project evaluation; monitor implementation at all stages to ensure work is proceeding according to established plans, including analysing implementation difficulties and initiating remedial action; liaises with diverse organizational units to initiate requests; prepares standard terms of reference against programme/project objectives, obtains necessary clearances, processes and follows-up on administrative actions and resolves issues related to project implementation, e.g. , travel arrangements, organization of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc. • Support the project team with organisation of mission’ arrangements and calculate and settle travel claims for project personnel and consultants. • Arranges for formal closures of projects, final budget revision, transfer of equipment, clearance, publication and distribution of final report. • Provides secretariat services to committees, ad hoc tasks forces, etc.; drafts and circulates agenda notes to members/participants; assembles background documentation; drafts minutes of the meeting; monitors follow-up actions, etc. • Establishes internal databases; sets up, files, stores and manages data and information relevant to the scope of programme/project activities. • Provides guidance and training to new/junior project personnel. • 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. • Performs other duties as assigned. Copyright: The personnel 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 the prior written permission from ITC. S/he has further to ensure to obtain accreditation to event(s), if required. Qualifications/special skillsEDUCATION: High school diploma or equivalent. EXPERIENCE: A minimum nine (9) years of experience in programme or project administration, technical cooperation or related area. The minimum years of relevant experience can be reduced to seven (7) for candidates who possess a first-level university degree or higher. At least three years of experience providing financial operations support services is required. Experience of working with an enterprise resource planning system (ERP) is required. Prior experience with the United Nations system is desirable. Experience in data analytics or related area is desirable. COMPETENCIES: • Professionalism: Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to identify, independently assess, formulate recommendations and/or resolve a wide range of issues/problems, undertake research and gather information from standard sources and to work well with figures including ability to analyze and understand financial data. Ability to design information data bases from multiple sources into an integrated programme evaluation system. Ability to direct, supervise and train office support staff. Demonstrated ability to apply judgment in the context of assignments given and discretion, resourcefulness and ability to deal proactively and tactfully with offices throughout the organization. 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 challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Able to perform analysis, modeling and interpretation of data in support of decision-making. • Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. • Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. • Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. • Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. LanguagesFluency in English is required. Knowledge of any other language(s) spoken in Uganda is an asset. Additional InformationThis contract will be administered on behalf of ITC by UNOPS. This vacancy is open for locally residing nationals of Uganda. 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. No FeeTHE 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.