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  • Organization: UNIDO - United Nations Industrial Development Organization
  • Location: Vienna
  • Grade: GS-4, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Administrative support
  • Closing Date: 2019-03-06

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Team Assistant (CMO/OSS/PRO)

Vienna (Austria)

This post is for local recruitment only.


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 Procurement Services Division (CMO/OSS/PRO) of the Department of Operational Support Services (CMO/OSS). The Division carries out all procurement and contracting services on behalf of the Organization relating to Headquarters, the Field, and technical cooperation activities. It increases procurement efficiency and effectiveness with the aim to increase technical cooperation delivery; ensures that UNIDO continues to follow best practices in supply chain management and gains recognition as a leader in the field. 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 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 Chief, OSS/PRO and the relevant Procurement Officer, the Team Assistant provides support in processing the complete procurement cycle and administrative assistance for the following major areas: - Assist in preparing and sending out or issues in SRM the requests for proposals/quotations/invitations to bid to invitee companies; - Assists in reviewing submitted shopping carts ensuring the received technical evaluations are in compliance with the bidding requirements; - Assists in collecting all requests for clarification received from potential bidders, refers them where necessary to the relevant Project Manager/Allotment Holder for clarification; in the preparation of clarification and amendment notes as necessary; - Assists in preparing draft bidding documents for review and clearance by the relevant Procurement Officer - Where procurement cases require limited international or local competition, restricted competition or exception to competition (waiver), assists in conducting due diligence work - Assists in the preparation of the bid opening protocols and obtaining relevant signatures; - Assists in the preparation of the commercial evaluation; in drafting evaluation report and obtains the signatures of all relevant evaluators; - Assists in analysing and recommendation whether for equipment supplies UNIDO’s freight forwarding services and/or cargo insurance LTA(s) should be considered and recommends actions; - Where necessary, prepares draft procurement case submissions to the relevant authorized Procurement Official and/or Procurement Committee, - Collects procurement data, for review and approval by the Chief; submits the approved data to UNOPS for inclusion in UN’s Annual Statistical Report. - Reviews company registration requests in UNGM in respect of UNIDO and accepts them or returns their requests for update/revision. - Regularly monitors compliance by staff with relevant procurement thresholds applicable in regard of decentralized procurement actions, - Administers the work plan of the Division and keeps it updated as well as inform the Chief and relevant staff of any pending action. - Assists in hiring of interns and consultants, facilitates their on-boarding and clearances; their interim and final payments as well as final reports. - Assists in the preparation of documents and presentations by extracting/summarizing statistics; undertaking computer based searches and compiling background information. - Provide administrative and logistical assistance to the Chief and other Procurement Officers (arrange official travels, internal/external meetings with clients and business partners) - Drafts routine and non-routine correspondence; ensuring accuracy and compliance with the UNIDO Correspondence Guidelines. - Maintain files of all relevant documents in the respective database of the Division - Assists in the implementation of all accepted and partially accepted recommendations made by the External Auditor, ODG/IOD, Evaluation Group, JIU, donors, etc., especially those related to the quality and timeliness and efficiency of UNIDO’s procurement function. - Perform 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


Completed higher secondary education. High school diploma or equivalent is required. Formal secretarial/clerical training or equivalent is desirable.


Fluency in written and spoken English is required. Fluency and/or working knowledge of another official UN language, particularly Spanish is 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. 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. NOTE: 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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Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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