Project Assistant Job Opportunity – International Trade Centre (ITC)

About International Trade Centre (ITC)

Job Summary

Key Responsibilities

• Provide logistical support for project meetings, workshops, training sessions, and events.
• Coordinate venue arrangements, event setup, and participant registration.
• Support security clearance arrangements where required.
• Coordinate with hotels, suppliers, and service providers to ensure timely delivery of services.
• Support field activities and stakeholder engagements.
• Ensure all event requirements are prepared before activities take place.

Procurement and Vendor Support

• Support project procurement activities.
• Prepare Terms of Reference (ToRs) for procurement requirements.
• Identify potential vendors and service providers.
• Request, collect, and review quotations.
• Review invoices and supporting documentation.
• Coordinate with suppliers to ensure timely delivery of goods and services.
• Maintain procurement-related records and documentation.

Administrative Support

• Maintain organized project filing systems.
• Prepare registration lists and participant records.
• Draft correspondence and official project communications.
• Support document preparation and dispatch.
• Take meeting minutes and record key discussions, decisions, and action points.
• Maintain accurate administrative documentation.

Stakeholder and Partner Coordination

• Coordinate project activities with partners and stakeholders.
• Schedule meetings and send reminders.
• Follow up on pending actions and deliverables.
• Maintain attendance records for meetings and activities.
• Support communication between project teams, partners, and beneficiaries.

Training and Workshop Support

• Support ITC staff and consultants during project trainings.
• Ensure availability of training materials and required resources.
• Assist with organizing field visits.
• Manage distribution and collection of training evaluation forms.
• Support preparation of training reports and documentation.

Knowledge Management and Reporting

• Collect, organize, and maintain project documents.
• Ensure documentation follows established project procedures.
• Support preparation of activity reports.
• Maintain records of:
  • Meeting notes
  • Attendance sheets
  • Event reports
  • Project correspondence
• Support knowledge-sharing activities within the project team.

Project Office Support

• Respond to stakeholder and beneficiary inquiries.
• Provide administrative assistance to project staff.
• Maintain professional communication with partners.
• Support Memorandum of Understanding (MoU) retirement processes.
• Assist with preparation of participant Daily Subsistence Allowance (DSA) rosters.
• Perform additional administrative duties assigned by the project team.

Required Qualifications

• High School Diploma as a minimum requirement.

• Bachelor's Degree in:
  • Business Administration
  • Commerce
  • Arts
  • Economics
  • Development Studies
  • Project Management
  • Or a related field.

Required Experience

• Minimum 3 years of experience in:
  • Administrative support roles.
  • Event coordination.
  • Logistics management.
  • Project assistance roles.

• Experience working with:
  • International development organizations.
  • United Nations projects.
  • NGOs.
  • Donor-funded programs.
• Experience organizing:
  • Workshops.
  • Training sessions.
  • Stakeholder meetings.
  • Conferences.
• Experience preparing meeting minutes and project documentation.
• Experience supporting procurement activities.

Knowledge, Skills and Abilities

• Project administration procedures.
• Event and logistics coordination.
• Procurement processes.
• Documentation management.
• Stakeholder engagement.
• NGO and international development operations.

• Excellent administrative and organizational skills.
• Strong coordination abilities.
• Good document management skills.
• Ability to prepare clear meeting minutes and reports.
• Strong Microsoft Office skills, especially:
  • Microsoft Word
  • Microsoft Excel
• Good attention to detail.
• Strong communication and interpersonal skills.
• Ability to manage multiple tasks and deadlines.
• Ability to coordinate with different stakeholders.

• Excellent written and spoken English communication skills.
• Ability to prepare professional correspondence and reports.
• Ability to communicate effectively with partners, beneficiaries, and project teams.

• Knowledge of another Ugandan language is an added advantage.

Personal Attributes

• Highly organized and reliable.
• Detail-oriented.
• Self-motivated.
• Professional and ethical.
• Able to work independently and as part of a team.
• Committed to project goals and development outcomes.
• Flexible and able to work under pressure.

Career Growth Opportunities

• International development projects.
• United Nations operations.
• Project coordination.
• Procurement management.
• Event management.
• Stakeholder engagement.
• Administrative management.

• Senior Project Assistant
• Project Coordinator
• Project Officer
• Programme Assistant
• Programme Officer
• Operations Officer
• Project Manager

Salary Expectations

• Competitive remuneration.
• Professional development opportunities.
• Exposure to international development programs.
• Networking opportunities.
• Experience working with UN-related projects.

How to Apply

• Updated CV.
• Cover letter.
• Academic certificates.
• Relevant professional documents.
• References.

Interview Preparation Tips

• Describe your experience supporting projects.
• How do you organize project documentation?
• How do you manage multiple deadlines?

• Explain how you organize workshops or meetings.
• What steps do you take to ensure successful events?

• Describe your experience obtaining quotations and working with suppliers.
• How do you ensure procurement documentation is accurate?

• How do you coordinate with different partners?
• Describe a time you handled a challenging stakeholder.