Result of Service
The outputs of this assignment consist of:
a. Provide secretariat, administrative and logistical support (expenditure estimates and monitoring; invitations, liaising with participants/speakers/service providers/local and international partners on travel arrangements) for meetings/workshops and related exhibition and side events. Deliverables: Draft and finalized invitation letters, event webpages, correspondence and communications related to all aspects of project administration Delivery Date: 1 December 2026 – 28 February 2027
b. Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a variety of documents and reports. Deliverables: High quality communication with stakeholders taking sensitivity into consideration. Delivery Date: 1 December 2026 – 28 February 2027
c. Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc. Deliverables: Relevant and high-quality draft research report/dataset and timely research assistance. Delivery Date: 1 December 2026 – 28 February 2027
d. Assist in providing secretarial support to relevant work of TPFS Deliverables: Assistance is provided in a timely manner Delivery Date: 1 December 2026 – 28 February 2027
e. Support the finalization of the assessment framework and a detailed roadmap for a bilateral project on trade digitalization through Single Window interoperability, validating it for consistency, accuracy, completeness and alignment with project objectives; revised draft and final report cleared for publication and dissemination. Delivery Date: 28 February 2027 Evaluation of outputs: The performance will be evaluated based on the overall quality and timely delivery of the outputs. The report is expected to be submitted adequately formatted and in good English.
Copyrights over all outputs are owned by the United Nations. The United Nations reserves its exclusive right at its sole discretion to alter, publish or use any part of the outputs under this contract in any respect. The United Nations shall have no obligation to inform or consider the needs of the contractor in connection therewith. The individual contractor should inform and request explicit permission for any use of the outputs under the project, in particular during the project delivery and before it has been published and disseminated publicly by the United Nations.
Dissemination under another organization's name is not permitted unless permission is granted in writing. Failure to follow this requirement may result in non-payment to the contractor.
Expected duration
1/12/26/-28/02/27
Duties and Responsibilities
The Trade, Investment and Innovation Division (TIID) of the United Nations Economic and Social Commission for Asia and the Pacific (ESCAP) is implementing a project entitled Advancing trade digitalization in Asia.
The project aims to contribute to the facilitation of electronic exchange and processing of trade-related data and documents, reducing cross-border trade costs among the OIC Asian countries, by increased knowledge and awareness of Government officials and relevant business communities in target countries on identifying bottlenecks in advancing trade digitalization through Single Window interoperability as well as an assessment framework and a detailed roadmap for a bilateral project on trade digitalization through Single Window interoperability.
Objective: Under the overall supervision of the Director of the Trade Investment and Innovation Division and the guidance of the Chief, Trade Policy and Facilitation Section and the project officer in charge, the individual contractor is required to work on the following tasks:
1) To perform a wide range of office support and general administrative tasks (e.g. arrangements for meetings and other events, ticket and hotel reservations, budget preparation and monitoring, post event follow-ups activities, etc.), including preparing and/or processing administrative requests/documents (e.g. requisitions, travel requests, contracts, expenditure authorizations, visa applications, etc.)
2) To provide secretarial, administrative and logistics support to meetings, trainings, workshops, conferences, etc.
3) To respond or draft responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
4) To assist in preparation of mission reports, training needs assessments questionnaire, monitoring and evaluation reports.
5) To monitor processes and schedules related to the section's outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
6) To research, compile and organize information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.
7) To proofread documents and edit texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
8) To perform other duties as assigned by the project manager.
Qualifications/special skills
High school diploma or equivalent. University degree is desirable. More than 2 years of work experience in administrative and/or secretariat field, including organizing both virtual and physical meetings. Competency in Microsoft Office is required. Competency in multimedia software and web tools is desired.
Languages
Fluency in English is required.