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Office Assistant (EPR/ETR/OD)

Vienna

  • Organization: UNIDO - United Nations Industrial Development Organization
  • Location: Vienna
  • Grade: Administrative support - GS-4, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Human Resources
    • Administrative support
    • Administration and office support
  • Closing Date: Closed

This post is for local recruitment only.

VACANCY  ANNOUNCEMENT

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, 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 in the next fifteen years. 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 Departments/Offices in its Headquarters, Regional Offices and Hubs and Country Offices.

This position is located in the Office of the Director, External Relations Department (EPR/ETR). ETR serves as the main channel of communication and interaction between Member States and the UNIDO Secretariat. It provides substantive, technical and logistical support to the policymaking organs, its subsidiary organs, as well as their inter-sessional working groups. The Department establishes, maintains, coordinates and monitors the Organization’s official contacts with Member States and non-Member States, regional groups, and NGOs, and establishes and maintains strategic and policy level relations with donors, and is responsible for the identification of potential funding opportunities for technical cooperation and related activities of UNIDO from all sources as well as preparation, management and safekeeping of funding agreements. It identifies and pursues strategic opportunities for UNIDO to work with Member States and non-Member States in cooperation with other organizational entities. It also performs external relations functions, protocol duties and provides support services to the Vienna Chapter of G-77 and China. The Department also aims to further enhance UNIDO’s visibility and strengthen the Organization’s position within the international development system via targeted and strategic advocacy and communication measures. 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 will result in a focused process impact.

The UNIDO Staff Performance Management System reinforces the 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.

Main Functions

Under the supervision of the Director, ETR, the Team Assistant provides support to the Director, ETR in the development and administration of ETR related activities as well as clerical and administrative support and is responsible for the following key functions: 1. Screen incoming mail and draft reply the Director’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 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. 4. 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 SAP modules which have been designed to support results-based management. 5. Using SAP, 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. 6. 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. 7. Maintain an up-to-date filing system (both paper and electronic) and databases related to work. 8. 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. 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 higher secondary education. High school diploma or equivalent is required. Formal secretarial/clerical training or equivalent is desirable.

Languages

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

Computer Skills

Field of Expertise

A minimum of six (6) 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. Experience in project administration, providing support to managerial/professional staff and using administrative skills to assist in the execution of project development and implementation of work. Proficient use of Microsoft Office (Outlook, Word, Excel), internet. Experience with SAP or similar ERP software is 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. Eligible internal UNIDO applicants are required to have served at least one year in his or her current post. However, the seniority-in-grade requirements for applying for higher level positions, as per paragraphs 18 and 78 of the HRMF, have been waived. In the cases of internal applicants, comparable qualifications and experience in UNIDO may be considered to take into account the potential of candidates

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