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Project Assistant

Vienna (Austria)

  • 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:
    • Project and Programme Management
    • Administrative support
  • Closing Date: 2021-05-13

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


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 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.

The Directorate of Digitalization, Technology and Agri-Business (DTA), headed by a Managing Director, coordinates and mainstreams the Fourth Industrial Revolution (4IR) in its technical cooperation, strategic, normative activities aiming at fostering the inclusive and sustainable development in the era of 4IR. The Directorate creates new and innovative technical cooperation deliverables in the areas of trade, investment, technology innovation and agro-industry and agri-business. The Directorate comprises the Department of Digitalization, Technology and Innovation (DTI) and the Department of Agri-Business (AGR). Responding to the growing demand for supporting inclusive and sustainable industrial development (ISID) in the era of the new industrial revolution, the Department of Digitalization, Technology and Innovation (DTA/DTI) leads the way in addressing opportunities, challenges and risks stemming from the fourth industrial revolution (4IR) and its contribution to sustainable socio-economic progress. The Department is responsible for the strategic coordination of 4IR-related matters with designated focal points in other technical Departments and organizational entities of UNIDO, as appropriate. In consultation with public and private partners, DTI designs and implements holistic interventions that are tailored to specific country needs. The Department’s interventions actively identify and combine complementary services from across three Divisions, namely: 1. Innovation and Digitalization Division (DTA/DTI/IDD) 2. Investment and Technology Promotion Division (DTA/DTI/ITP) 3. Quality Infrastructure and Smart Production Division (DTA/DTI/QIS) This position is located under the Innovation and Digitalization Division (DTA/DTI/IDD), which promotes digital transformation and innovation ecosystems building, to advance the economic competitiveness of developing countries by helping them to benefit from the rapid progress of digital and convergent technologies associated to the Fourth Industrial Revolution (4IR) and ensuring a smooth transition towards cyber-physical industrial systems and a smart society.

PROJECT CONTEXT The overall objective of the Intelligent Manufacturing Technology and Its Application in Small and Medium-Sized Enterprises project (SAP 140037) is to introduce SMEs in Chinese manufacturing to the concept of IM and its attendant ICT needs, increase awareness of its benefits and provide training on its implementation. The objective will be achieved by providing industry and business associations with necessary sector-specific ICT and IM knowledge, practices and training, access to international networks of relevant institutions and experts as well as with tools and methodologies for them to deliver training activities and consultancy services to SMEs. The immediate objective is to establish the Shanghai International Intelligent Manufacturing Promotion Center (SIIMPC) in Shanghai. Its main purpose is to serve SMEs with a view to increase use of IM applications. Inter alia, SIIMPC will act as a platform for awareness and knowledge/best practices dissemination of IM technologies and attendant ICT needs, a window for promotion of IM technologies and an implementing body of training on IM and attendant ICT needs. Apart from helping to expand the awareness and knowledge of IM and its application, the project is expected to increase the propensity of SMEs to implement IM systems in their business and manufacturing operations The overall objective of the Strengthening the Global Innovation Network on Inclusive and Sustainable Industrial Development (ISID) project (SAP: 150363) UNIDO has been requested to support the government counterpart in China with establishment and operationalization of the Shanghai Global Science & Technology Innovation Center (hereafter the Center). Part of a broader strategy facilitating economy wide transformation from factor- and investment-driven to innovation-driven growth model the Center will act as conduit towards reaching the interlinked objectives of increased industrial competitiveness, technology upgrading and innovation, generation of decent jobs for men and women and sustainable environment and energy access. Under this new framework, the Centre will promote the introduction of advanced manufacturing technologies in the manufacturing sector in greater Shanghai region and subsequently China while, at the same time, the best and proven technology-led solutions from China will be identified and transferred through the South-South Cooperation modalities to developing countries, and in particular Least Developed Countries (LDCs). The overall objective of the project “PROMOVE Comércio – Building Competitiveness for Exports” (UNIDO ID 180068) is to improve trade, competitiveness and the business environment in Mozambique for greater market access for priority value chains. The programme will pursue two specific objectives and four results: - Specific objective 1: Increased sustainable market-driven Quality Infrastructure services to support the production of quality products for the selected value chains: o Result 1: Good governance and core quality infrastructure services at the institutional level (INNOQ) upgraded to ensure international recognition o Result 2: Increased technical competences of the conformity assessment service providers and ensuring international recognition as per the needs of the selected VCs with a focus on the provinces of Nampula, Zambezia and Maputo o Result 3: Increased availability and quality of Business Development Services - Specific objective 2: Improved Government coordination and implementation of the EPA trade safeguards o Result 4: Enhanced government knowledge on the legal and institutional framework required to apply EPA trade safeguards (implemented by UNCTAD) The main project counterparts are the Ministry of Industry and Commerce (MIC) and the National Institute for Standardization and Quality (INNOQ). DUTY STATION: Vienna, Austria (HQ) DURATION: 10 months, with possibility of extension

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: - 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 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. - 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. - 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. - 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. - 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. - Maintain files (both paper and electronic) and databases related to work. - Perform any other related duties as assigned.

Core Competencies

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. 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.

Minimum Requirements


Completed secondary education. University studies in the field relevant to the post may be counted towards experience credit (not exceeding a maximum of four years of the actual period of studies whichever is smaller).


Fluency in written and spoken English is required. Fluency and/or working knowledge of another official UN language is an asset.

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.

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

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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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