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Team Assistant

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:
    • Administrative support
  • Closing Date: Closed

This post is for local recruitment only.

VACANCY  ANNOUNCEMENT

Organizational Context

UNIDO is the specialized agency of the United Nations that promotes industrial development for poverty reduction, inclusive globalization and environmental sustainability. The mission of the United Nations Industrial Development Organization (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 Corporate Management and Operations (CMO), headed by a Managing Director, is responsible and accountable for the management of UNIDO’s human, financial and material resources, ensuring the capacity of the Organization to fulfil its mandate. The Directorate oversees a full range of financial, human resources management, procurements, information technology and general services to meet the needs of the Organization. Additionally, it exercises the responsibility for the ethics function in the Organization. The Directorate also provides guidance on security and safety matters and ensures the overall coordination of UNIDO’s response in this regard. The Department of Human Resources Management (HRM/CMO) is responsible for ensuring that the Organization has at its disposal the human capital required to deliver its mandate and achieve business and strategic goals. To this end, the Department designs and implements modern human resources management policies and tools, which allow the Organization to attract the best talent, help its staff develop and grow professionally in jobs and through continued learning, and keep them engaged and motivated throughout the employment cycle to contribute their best. The Department delivers a broad range of services covering UNIDO’s human capital through a partnership model with the Department’s Professional staff acting as business partners for relevant parts of the Organization. The Department is further responsible for carrying out statutory functions in accordance with the provisions of the staff regulations and rules of the Organization, the regulations of the United Nations Joint Staff Pension Fund (UNJSPF) and policy issuances covering other categories of UNIDO human capital, including management of security-related entitlements for all UNIDO personnel at Headquarters and in the Field. The position is located in the Employee Services, Relations and Policies Division (CMO/HRM/SRP) provides statutory services to staff members employed under the staff regulations and rules as well as the administration of employees under technical cooperation projects and programmes. The Division also manages the Organization’s due process, including measures to promote and maintain effective staff/management relations. At the G4 level, the incumbent is expected to perform routine and non-routine processes, focusing on consistent service delivery and support services within the organizational environment and team. His/her interventions result in targeted service delivery. The UNIDO Staff Performance Management System reinforces the collaboration within immediate 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 team. Within the formal team, the incumbent may be expected to backstop other team members as required.

DUTY STATION: Vienna, Austria DURATION: 6 months

Main Functions

Under the supervision of the First Reporting Officer and in close coordination with the senior general staff, the Team Assistant provides general support and carries out the following key functions: - Assist with appointments, extensions and separations of staff members. This requires preparation of cost estimates; preparation and issuance of contracts and personnel action forms in SAP in a timely and independent way for review and approval by the supervisor; monitoring of the contractual status of Monthly Short Term personnel, initiating timely review and follow-up action, and drafting of related correspondence; obtain and provide the HR Specialist with all relevant background information. - Assist with the administration of staff participating in the UNJSPF in accordance with the Regulations and Rules of the UNJSPF. - Assist with the administration of staff participating in the UNIDO health and life insurance schemes (Allianz medical insurance plan, Austrian Social Security scheme, AETNA group life insurance and Temporary Disability insurance). - Assist with review of status reports for dependency benefits and follow-up with staffs for pending submissions and supporting documents; assist in review of age of dependent children for dependency allowance. - Review and codify correspondence and documents received by Personnel Records from within and outside of UNIDO for filing them in the OSFs or PFs in accordance with the existing rules and guidelines. - Contribute to the ongoing streamlining of work processes, including the electronic workflow and online filing and retrieval system. - Reply to general queries from requesting managers/offices and candidates on entitlements of staff rules; prepares and issues employment or service certificates, and other related correspondence. - Assist in the preparation of statistics, notes and reports. - Perform other duties as required.

Core Competencies

Core Values 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

Education

Completed higher secondary education (high school diploma or equivalent) is required. 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.

Languages

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

Computer Skills

Field of Expertise

- At least six (6) years of working experience in providing support to managerial/professional staff and using administrative skills is required. - Experience/proficiency in using of Microsoft Office (Outlook, Word, Excel and PowerPoint), internet search engines, is required. - Experience in providing assistance with administration of staff is desirable. - Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is desirable. - Experience with SAP or similar ERP software is desirable. Please note that only short-listed candidates will be contacted, and that interviews are tentatively planned for the week of 13 December 2021

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This vacancy is now closed.
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