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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: 2021-09-23

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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 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 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 pointsin 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: - Innovation and Digitalization Division (DTA/DTI/IDD) - Investment and Technology Promotion Division (DTA/DTI/ITP) - Quality Infrastructure and Smart Production Division (DTA/DTI/QIS) This position is located under the Quality Infrastructure and Smart Production Division (DTA/DTI/QIS), which seeks to build national and regional quality infrastructure systems needed to provide internationally recognized services, including strengthening institutional capacities (i.e. metrology, standardization and accreditation); building conformity assessment capacities (testing, inspection, certification, calibration, etc.); supporting small and medium enterprises (SMEs) to take advantage of new technologies and standards for smart production and thus participate in global value chains; trade facilitation and promoting quality awareness with the public sector, economic operators and consumers.

Global Quality and Standards Programme Indonesia Upon completion of the SMART-Fish in May 2019, a follow-up technical assistance under the overall UNIDO-SECO Global Quality and Standards Programme (GQSP), and in cooperation with Ministry of Marine Affairs and Fisheries (MMAF) in Indonesia, has started with a focus on enhancing quality and standards compliance capacity in Indonesia in order to facilitate market access for SME by working in target value chains of, Shrimp, Milkfish, Catfish, Pangasius and Seaweed. The programme GQSP Indonesia will pursue three outcomes, thus responding to the main compliance challenges identified for developing countries: Outcome 1: Technical competence and sustainability of the National Quality Infrastructure System is enhanced. Institutional strengthening of key institutions and relevant public-private support institutions through capacity building, use of best practices, skills development, and implementation of management systems to ensure quality and international recognition of their services. Outcome 2: SME compliance with international standards and technical regulations is enhanced. Improving of compliance capacity through specialised training, capacity building and preparation for certification, strengthening of cluster networks and quality consortia as well as relevant support institutions. Outcome 3: Awareness for quality is enhanced. Advocacy, up-scaling of knowledge dissemination, advice for informed policy decisions on standards compliance and support for policy development. Global Quality and Standards Programme – Vietnam The overall objective of the Global Quality and Standards Programme (GQSP) is to strengthen the quality and standards compliance capacity of SME and facilitate their market access. It will cover Colombia, Egypt, Georgia, Ghana, Indonesia, Kyrgyzstan, Peru, South Africa, Tajikistan, Tunisia, Ukraine, and Vietnam. The GQSP country project in Vietnam builds on the successful results of a recently completed UNIDO technical assistance project to F&V value chains in Mekong River Delta. The project will focus on one or two high value fruits and further enhance compliance capacity of producers and exporters in the Mekong River delta. The overall objective of the project is to enhance quality infrastructure at the local level to support compliance of mango value chains in the Mekong River delta with safety, quality, and sustainability standards in key export markets. Building Forward Better: A Resilient Women and Youth Centered and Digitally Enhanced Value Chain Development in Vietnam The project aims to rebuild and digitally enhance an agricultural value chain in order to serve as a model for wider scaling out. The proposed approach of the project would place rural women and youth and their empowerment through digital means as the core target groups by pursuing the following outcomes: Outcome 1. Women and youth centred business enabling environment. Outcome 2. Enhanced competitiveness, safety and sustainability of women and youth-led VCs. Outcome 3. Improved access to new markets for women and youth. Duty Station: Vienna, Austria (UNIDO HQ) Approximate duration: 6 months (with the 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 replies for supervisor’s signature on non-technical aspects; provide relevant background/project information whenever necessary to supervisor(s); keep 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 to 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, purchasing 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. 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.

Minimum Requirements


Completed higher secondary education (high school diploma or equivalent), is required. Formal administrative/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 first university degree or equivalent diploma, in a relevant field.


Fluency in written and spoken English is required.

Computer Skills

Field of Expertise

- A minimum of six (6) years of experience in the related fields of the post, is required. - Experience using Microsoft Office (Outlook, Word, Excel), internet search engines, is required. - Experience with office procedures and practices, preferably within the UN system or in a multicultural environment, is desirable. - 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, is desirable. - Experience with SAP or similar ERP software is desirable.

<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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