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Project Assistant

Vienna (Austria)

Only nationals and/or permanent residents of the country of the duty station are eligible to apply. Female candidates are particularly encouraged to apply.

VACANCY  ANNOUNCEMENT TEMPORARY APPOINTMENT OF PROJECT PERSONNEL

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 mandate of UNIDO is to promote and accelerate inclusive and sustainable industrial development in developing countries and economies in transition.

The Directorate of Programme Development and Technical Cooperation (PTC) of UNIDO is responsible for providing technical cooperation services on technological and economic issues and is organized in the following departments: Department of Programmes, Partnerships and Field Integration, Department of Agri-Business, Department of Trade, Investment and Innovation, Department of Energy and Department of Environment. Issues of environmental protection and industrial resource efficiency are in the mainstream of UNIDO activities performed by the Industrial Resource Efficiency Division (IRE) under the Department of Environment (ENV).

Since the mid-1990s, UNIDO and the United Nations Environment Programme (UNEP) have collaborated to foster the global uptake of resource efficient and cleaner production. Under the joint flagship Resource Efficient and Cleaner Production (RECP) programme, UNIDO and UNEP have responded to countries’ growing demand for help with delivering RECP services to industries by assisting organizations - especially small and medium-sized enterprises, governments, civil society research institutions and related stakeholders - in over 60 developing and transition economies. Together with partner governments and an initial core of RECP service providers, UNIDO and UNEP established a global network in 2010 - RECPnet. Since then, the global network has grown from 41 founding members to over 60 members and has sharpened its focus and operations to better meet increasing demand from industry. Duty Station: UNIDO HQ, Vienna

Main Functions

Under the supervision of the Project Manager, the Project Assistant provides support in the development and administration of technical cooperation programmes and projects as well as secretarial and administrative support and is responsible for the following key functions: 1. 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. 2. 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. 3. Draft routine correspondence (both on TC-related and administrative 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. 4. Assist or monitor exercises related TC projects (e.g.: budget revisions, obligation reviews, re-phasing, extension or completion of projects, issuance of new project allotment documents/due sub-allotments, TC allocations and monitoring related exercises). Interpret or consult to clarify the application of new financial procedures, TC guidelines and other instructions. Keep track of project budget expenditures; assist in budget revisions; complete justification for budget revisions; provide information on the project, draw the supervisor’s attention to problems encountered. Retrieve information on TC projects from the SAP PPM module that has been designed to support results-based management. 5. Using SAP, initiate and follow up on actions related to recruitment of experts, training and study tours, purchase of equipment, travel authorizations requests/claims and deal with all related inquiries. 6. Perform general administrative tasks like arrangements for meetings and other events, reservations, budget follow-up, research for information and reference material. Prepare requests/documents, e.g. requisitions, purchase orders, travel requests/authorizations, expenditure authorizations, visa applications, etc. 7. Assist in the preparation of papers and presentations by extracting/summarizing statistics and other related information; compile and organize information and reference materials from various sources for reports, meetings, etc. 8. Maintain files (both paper and electronic) and databases related to work. 9. Perform any other related duties as assigned

Core Competencies

INTEGRITY: To work honestly, openly, impartially and in accordance with the values of the United Nations. PROFESSIONALISM: To work in a competent, committed and calm manner. RESPECT FOR DIVERSITY: To work effectively, respectfully and inclusively with people from different backgrounds and with different perspectives. Core competencies: RESULTS ORIENTATION AND ACCOUNTABILITY: To be accountable and responsible for achieving results and meeting performance standards. PLANNING AND ORGANIZING: To plan, organize and manage work effectively and efficiently. COMMUNICATION AND TRUST: To communicate effectively and build trust. TEAM ORIENTATION: To cooperate at various levels. CLIENT ORIENTATION: To be responsive towards those to whom services are provided internally and externally. ORGANIZATIONAL DEVELOPMENT AND INNOVATION: To realize continuous improvement, support innovation, share knowledge and skills and learn from others.

Minimum Requirements

Education

Completed secondary education. Formal secretarial/clerical training or equivalent desirable.

Languages

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

Computer Skills

Field of Expertise

- A minimum of six years of working experience in the related fields of the post. - Thorough understanding of office procedures and practices, preferably within the UN system or in a multicultural environment, including experience in project administration, accounting and finance, providing support to managerial/professional staff and using secretarial/administrative. - Skills to assist in the execution of project development and implementation of work. - Proficient use of Microsoft Office (Outlook, Word, Excel and PowerPoint), internet. Experience with SAP or similar ERP software an asset. Credit towards total working experience may be considered on a year by-year- basis, up to maximum of four years, for a first university degree or equivalent diploma, in a field relevant to the post

<strong>This appointment is limited to the specified project(s) only and does not carry any expectation of renewal. </strong>

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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  • Organization: UNIDO - United Nations Industrial Development Organization
  • Location: Vienna (Austria)
  • Grade: Administrative Services and Support - Generally no need for Higher Education - Administrative support
  • Occupational Groups:
    • Administrative support
    • Project and Programme Management
  • Closing Date: 2018-07-31

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