TEAM ASSISTANT

Job Description

​Requisition ID: 4706
Grade: G4
Country: Austria
Duty Station: Vienna 
Category: General Service/Admin. Support
Type of Job Posting: External
Employment Type: Staff-Full-time
Appointment Type: Fixed Term – 100 series
Indicative Minimum Net Annual Salary: 48,527 EUR 
Application Deadline: 05-Nov-2024, 11:59 PM (CEST)  

Vacancy Announcement
This post is for local recruitment only.
Female candidates are encouraged to apply.

I Organizational Context

The United Nations Industrial Development Organization (UNIDO) is the specialized agency of the United Nations that promotes industrial development for poverty reduction, inclusive globalization and environmental sustainability. The mission of UNIDO, as described in the Lima Declaration adopted at the fifteenth session of the UNIDO General Conference in 2013 as well as the Abu Dhabi Declaration adopted at the eighteenth session of UNIDO General Conference in 2019, is to promote and accelerate inclusive and sustainable industrial development (ISID) in Member States. The relevance of ISID as an integrated approach to all three pillars of sustainable development is recognized by the 2030 Agenda for Sustainable Development and the related Sustainable Development Goals (SDGs), which will frame United Nations and country efforts towards sustainable development. UNIDO’s mandate is fully recognized in SDG-9, which calls to “Build resilient infrastructure, promote inclusive and sustainable industrialization and foster innovation”. The relevance of ISID, however, applies in greater or lesser extent to all SDGs. Accordingly, the Organization’s programmatic focus is structured in four strategic priorities: Creating shared prosperity; Advancing economic competitiveness; Safeguarding the environment; and Strengthening knowledge and institutions.

Each of these programmatic fields of activity contains a number of individual programmes, which are implemented in a holistic manner to achieve effective outcomes and impacts through UNIDO’s four enabling functions:

(i) technical cooperation;

(ii) analytical and research functions and policy advisory services;

(iii) normative functions and standards and quality-related activities; and

(iv) convening and partnerships for knowledge transfer, networking and industrial cooperation. Such core functions are carried out in Divisions/Offices in its Headquarters, Regional Offices and Hubs and Country Offices.

Under the overall direction of the Director General, and in close collaboration with all relevant organizational entities within UNIDO, the Directorate of Global Partnerships and External Relations (GLO), headed by a Managing Director, is responsible for UNIDO’s relations with Member States and all external partners, including through the policymaking organs. It plays a central role for interaction and collaboration with traditional and non-traditional donors; oversees the regional bureaus as well as the network of established field offices, liaison offices and Investment and Technology Promotion Offices.

The Directorate is responsible for the Liaison Offices in Brussels (GLO/BRO), Geneva (GLO/GVO) and New York (GLO/NYO) as well as following Divisions: Policymaking Organs (GLO/PMO), Funding Partner Relations (GLO/FPR), Investment and Technology Promotion Offices and Institutional Partnerships (GLO/ITP), and Regional Bureaus and Field Coordination (GLO/RFO). The Directorate also ensures close coordination and collaboration among the Divisions as well as with organizational entities in all Directorates across the Organization.

The position is located under the Division of Funding Partner Relations – GEF, GCF, AF Coordination (GLO/FPR). The division establishes and maintains strategic and policy-level relations with funding partners and acts as the focal point for UNIDO’s funding partners, including the Global Environmental Facility (GEF), the Green Climate Fund (GCF), the Adaptation Fund (AF).

At the G4 level the incumbent is expected to perform general as well as targeted processes focusing on basic service delivery and support services within the organizational environment and team.  His/her interventions result in the focused process impact.

The UNIDO Staff Performance Management System reinforces collaboration within formal units as well as among cross-functional teams. In this context, the incumbent collaborates with his/her supervisor and colleagues, within as well as outside the unit. Within the formal teams, the incumbent may be expected to backstop other team members as required.

Staff members are subject to the authority of the Director General and in this context all staff are expected to serve in any assignment and duty station as determined by the needs of the Organization.

II Main Responsibilities

Under the supervision of the Chief of the Division (GLO/FPR) and the direct supervision of the GEF/GCF/AF Coordinator, the Team Assistant provides support in the development and administration of technical cooperation programmes and projects as well as clerical and administrative support and is responsible for the following key functions:

• Screen incoming mail and draft reply for supervisor’s signature on non-technical aspects; provide relevant background/project information whenever necessary to supervisor(s); keeps track of pending matters, follow up with other offices on deadlines.
• Screen phone calls and visitors. Respond to moderately complex information requests and inquiries as necessary, as well as to refer queries to appropriate personnel for handling.
• Draft routine correspondence (both on administrative and/or TC-related matters); and put them into adequate style, language and format; proofread documents and edit texts for accuracy, grammar, punctuation and style in accordance with standard practices and in compliance with the UNIDO Correspondence Manual.
• Consult to clarify the application of new financial procedures and rules, UNIDO Administrative Instructions, policies and Regulations and Rules, TC guidelines and other instructions. Retrieve information on administrative matters and/or TC projects from the ERP modules which have been designed to support results-based management.
• Using ERP, initiate and follow up on actions related to recruitment of staff, experts, training and study tours, purchase of equipment, payments, travel authorizations requests/claims and deal with all related inquiries.
• Perform administrative tasks such as arrangements for meetings and other events, reservations, research for information and reference material. Prepare requests/documents, e.g. requisitions, purchase orders, travel requests/authorizations, expenditure authorizations, visa applications, etc.
• Maintain an up-to-date filing system (both paper and electronic) and databases related to work.
• Support UNIDO’s GEF/GCF/AF portfolio management and monitoring efforts.
• Assist with the accurate preparation and submission of regular reports to the GEF (Trustee)/GCF/AF and share GEF/GCF/AF approval and commitment letters with the technical divisions and other relevant organizational units to support timely project implementation initiation.
• Perform any other related duties as assigned.

III Minimum Organizational Requirements

Education: Completed higher secondary education, high school diploma or equivalent is required. Formal secretarial/clerical training or equivalent is desirable.

Credit towards total working experience may be considered on a year-by-year- basis, up to maximum of four years, for a higher degree education (including first university degree or equivalent diploma and/or master’s degree), in a relevant field to the post.

Technical and Functional Experience

• A minimum of six (6) years of work experience in the relevant field of the post, is required.
• Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is desirable.
• Experience in providing support to managerial/professional staff and using administrative skills, is desirable.
• Experience/proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.
• Experience with SAP or similar ERP software is desirable.

Languages: Fluency in written and spoken English is required.  Fluency and/or working knowledge of another official UN language, particularly French is desirable.

IV Core Values and Competencies

Core Values

WE LIVE AND ACT WITH INTEGRITY: work honestly, openly and impartially.

WE SHOW PROFESSIONALISM: work hard and competently in a committed and responsible manner.

WE RESPECT DIVERSITY: work together effectively, respectfully and inclusively, regardless of our differences in culture and perspective.

Key Competencies

WE FOCUS ON PEOPLE: cooperate to fully reach our potential –and this is true for our colleagues as well as our clients. Emotional intelligence and receptiveness are vital parts of our UNIDO identity.

WE FOCUS ON RESULTS AND RESPONSIBILITIES: focus on planning, organizing and managing our work effectively and efficiently. We are responsible and accountable for achieving our results and meeting our performance standards. This accountability does not end with our colleagues and supervisors, but we also owe it to those we serve and who have trusted us to contribute to a better, safer and healthier world.

WE COMMUNICATE AND EARN TRUST: communicate effectively with one another and build an environment of trust where we can all excel in our work.

WE THINK OUTSIDE THE BOX AND INNOVATE: To stay relevant, we continuously improve, support innovation, share our knowledge and skills, and learn from one another.

For further information on salaries, refer to the International Civil Service Commission website: https://icsc.un.org/

Employees of UNIDO are expected at all times to uphold the highest standards of integrity, professionalism and respect for diversity, both at work and outside. Only persons who fully and unconditionally commit to these values should consider applying for jobs at UNIDO.

All applications must be submitted online through the Online Recruitment System. Correspondence will be undertaken only with candidates who are being considered at an advanced phase of the selection process. Selected candidate(s) may be required to disclose to the Director General the nature and scope of financial and other personal interests and assets in respect of themselves, their spouses and dependents, under the procedures established by the Director General.

Visit the UNIDO careers site for details on how to apply: https://careers.unido.org/ 

NOTE: The Director General retains the discretion to make an appointment to this post at a lower level.

Notice to applicants:
UNIDO does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. If you have received a solicitation for the payment of a fee, please disregard it. Vacant positions within UNIDO are advertised on the official UNIDO website. Should you have any questions concerning persons or companies claiming to be recruiting on behalf of UNIDO and requesting payment of a fee, please contact: recruitment@unido.org