Individual Contractor: Project Assistant for CREATE programme (Uganda)

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). 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. The Program will advance gender-inclusive skills development, financial inclusion, and entrepreneurial growth in the creative sector.

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.
• Support procurement processes by preparing Terms of Reference (ToRs), identifying potential vendors, obtaining and reviewing quotations and invoices, and coordinating with vendors.
• Provide administrative support, including document filing, preparation of registration lists, meeting minutes, correspondence, and document dispatch.
• 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, and managing the distribution and collection of training evaluation forms.
• Support knowledge management through the collection, organization, and filing of project documentation.
• 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.

Result of Service

Deliverables include the establishment of project administrative and filing structures, procurement documentation, logistical arrangements for meetings and trainings, compilation of event reports, maintenance of project documentation repositories, and processing of MoU retirement documentation.

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 and producing clear, well-structured minutes.
• Familiarity with procurement processes is desirable.
• 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.