Individual Contractor: Project Assistant for CREATE programme (Uganda)

Result of Service

Deliverable 1 – End of Month 1

• Project administrative and filing structure established.
• Procurement documentation (ToRs, quotations and vendor files) prepared for planned activities.
• Logistical arrangements completed for scheduled meetings, trainings and missions.
• Meeting documentation (attendance lists, minutes and DSA rosters) prepared. Deliverable 2 – End of Month 2
• Administrative, procurement and logistical support provided for all scheduled project activities.
• Training and event documentation (attendance records, evaluation forms and event reports) compiled and filed.
• Project documentation repository updated and maintained.
• MoU retirement documentation processed, as applicable. Deliverable 3 – End of Month 3
• Administrative and logistical support successfully delivered for project implementation.
• Consolidated project documentation, procurement records and filing system updated and organized.
• Final activity documentation submitted, including meeting records and event reports.
• Administrative support provided for ad hoc project activities and operational requirements.

Work Location

home-based in Uganda

Expected duration

3 months from ASAP

Duties and Responsibilities

Established in 1964, the International Trade Centre (ITC) is the joint technical cooperation agency of the United Nations and the World Trade Organization (WTO) in charge of the sustainable promotion of trade and in particular of exports from developing countries and economies in transition. The goal of the ITC is to make businesses in developing countries more competitive in global markets, accelerate economic development and contribute to the achievement of the United Nations Sustainable Development Goals (SDGs). Thus, the organization contributes to the creation of jobs at the level of segments of agricultural value chains and promising services, especially for young people and women.

This post is located within the Women, Youth and Vulnerable Communities (WYVC) section in the Division of Sustainable and Inclusive Trade (DSIT) About the project The 3-year initiative, “Enhancing Skills and Enabling Financial Inclusion for Young Women in the Creative Economy”, will engage over 84,000 financially disadvantaged young women in Uganda and directly enable 40,000 to have access to dignified work within the creative economy. It aligns with Foundation’s Young Africa Works strategy and Uganda’s 2030 private-sector-driven vision. The Program will advance gender- inclusive skills development, financial inclusion, and entrepreneurial growth in the creative sector. Activities will include skills training, market access support, financial literacy programs, and advocacy for inclusive policies, especially around intellectual property and access to finance.

The project is now in the implementation phase and requires a Project Assistant to provide technical and operational support to the CREATE project, contributing to effective implementation of project activities, coordination with stakeholders, and achievement of project objectives.

Description of Duties/Responsibilities The project assistant will provide administrative services for the implementation of the project under the supervision of the Programme Operations Lead, under the overall supervision of the Project Manager.

The project assistant will be responsible for the following duties:

• Provide logistical support for meetings, events, and training activities, including venue arrangements, setup, security clearances, participant registration, and coordination with hotels and service providers to ensure timely delivery of required services.
• Support procurement processes by preparing Terms of Reference (ToRs), identifying potential vendors, obtaining and reviewing quotations and invoices, and coordinating with vendors for the delivery of goods and services.
• Provide administrative support, including document filing, preparation of registration lists, meeting minutes, correspondence, document dispatch, among others.
• Coordinate with partners on meetings and project activities through scheduling, reminders, follow-ups, and attendance tracking.
• Support ITC staff and consultants in delivering project trainings by ensuring availability of training materials, facilitating field visits where required, and managing the distribution and collection of training evaluation forms.
• Support knowledge management through the collection, organization, and filing of project documentation in line with established project procedures.
• Contribute to the preparation of activity-related documentation, including meeting notes, attendance records, and event reports.
• Provide general project office support, including responding to stakeholder and beneficiary inquiries, assisting project staff, and maintaining an organized filing system.
• Support Memorandum of Understanding (MoU) retirement processes and related documentation.
• Assist in preparing participant Daily Subsistence Allowance (DSA) rosters.
• Perform other administrative duties and ad hoc assignments as required by the project team Copyright clause: The consultant has to ensure to have obtained the necessary permissions with regard to intellectual property rights required to perform their 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. 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
• A bachelor’s degree in business administration, commerce, Arts, economics or related field is an asset.
• A minimum of 3 years’ Experience in administrative, events logistical and coordination roles.
• Experience working with international development agencies, NGOs, or UN projects in Uganda or the region is an advantage.
• Proven experience in organizing meetings, trainings, workshops, or stakeholder events.
• Demonstrated experience in documenting meeting proceedings, including accurately capturing key discussions, decisions, and action points, and producing clear, well-structured minutes for timely circulation to relevant stakeholders.
• Familiarity with procurement processes, such as obtaining quotations, reviewing invoices, and preparing documentation, is desirable. Skills
• Ability to coordinate with various partners and increase outreach to stakeholders
• High motivation and commitment to the project and its deliverables
• Computer literate in MS office applications (mostly Word and Excel)
• Excellent oral and written English communication skills

Languages

• Advanced knowledge of English is required. Another Ugandan language is an asset.

Additional Information

Not available.

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.