Team Assistant

​Requisition ID: 2867 
Grade: SB2 - Local support 
Country: Austria 
Duty Station: Vienna 
Category: Local Support Personnel 
Type of Job Posting: Internal and External
Employment Type: NonStaff-Regular
Application deadline: 12-Oct-2023, 11:59 PM (CEST)  

Vacancy Announcement
TEMPORARY APPOINTMENT OF PROJECT PERSONNEL
Only nationals or permanent residents of the country of the duty station are considered eligible.
Female candidates are 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.

Under the overall direction of the Director General, and in close collaboration with all relevant organizational entities within UNIDO, the Directorate of Global Partnerships and External Relations (GLO), headed by a Managing Director, is responsible for UNIDO's relations with Member States and all external partners, including through the policymaking organs.

It plays a central role in interaction and collaboration with traditional and non-traditional donors; oversees the regional bureaus as well as the network of established field offices, liaison offices and Investment and Technology Promotion Offices; and supports the implementation of particularly complex projects, programmes and special assignments, thus also fulfilling an important role in safeguarding their quality and the reputation of the Organization.

The Directorate houses the Divisions of Policymaking Organs (GLO/PMO), Regional Bureaus and Field Offices (GLO/RFO), Field and Liaison Strategy (GLO/FLS), Member States and Funding Relations (GLO/MSR), Special Operations (GLO/SOP), and Investment and Technology Promotion Offices and Institutional Partnerships (GLO/ITP).

The Directorate also ensures close coordination and collaboration among the Divisions as well as with relevant entities in the Directorate of SDG Innovation and Economic Transformation (IET) and the Directorate of Technical Cooperation and Sustainable Industrial Development (TCS).

Under the supervision of the Managing Director of the Directorate of Global Partnerships and External Relations (GLO), the Division of Regional Bureaus and Field Offices (GLO/RFO) coordinates the field representation and interventions of UNIDO in Member States and regions. Within this context, the Division is responsible for determining programmatic priorities for UNIDO's services and ensuring that UNIDO responds to the specific needs and requirements of Member States and development partners at the country and regional levels.

It facilitates, upon guidance of GLO/FLS, the development of regional strategies, country programmes (including Programmes for Country Partnership - PCPs) and monitors their implementation. The Division encompasses all the UNIDO field offices and the five Regional Bureaus: Africa (GLO/RFO/AFR), also hosting the IDDA III Secretariat; the Arab Region (GLO/RFO/ARB); Asia and the Pacific (GLO/RFO/ASP); Europe and Central Asia (GLO/RFO/EUR); and Latin American and the Caribbean (GLO/RFO/LAC).

This position is located under the Regional Bureau Africa. The functions of the Bureau include the following:

• Guided by TCS/CPS, revise industrial development trends in countries and regions of coverage and identify development priorities and needs for UNIDO services as well as priorities of local donor representations;
• Under the guidance of the Special Representatives for Africa and in cooperation with the field offices and the Organization's technical cooperation divisions, develop regional strategies responding to opportunities for sustainable industrial development as well as requests of regional counterparts and Member States;
• Coordinate the implementation and monitor the results of UNIDO's strategy for Least Developed Countries (LDCs), as well as the Third Industrial Development Decade for Africa (IDDA III);
• Play an active role within United Nations Country Teams (UNCTs) in the countries directly covered by UNIDO Headquarters, participate in planning and project and programme formulation exercises, as well as related fundraising initiatives and the implementation of the UNIDO component of such projects and programmes. Coordinate these engagements with relevant services at Headquarters, including the Organization's technical cooperation Divisions;
• Support field offices in the implementation of the operational elements of the UNDS reform based on templates and guidance provided by GLO/FLS;
• Guided by GLO/FLS and in collaboration with IET/PPP, forge the development of partnerships at the regional or country level, engaging with local or regional institutions, regional commissions of the UN and other development partners;
• In coordination with other relevant organizational entities of UNIDO, convene conferences and initiate regional forum activities to share knowledge on sustainable industrial development and to build partnerships;
• Support the preparation of the Director General and senior managers' missions to the regions and countries and facilitate meetings with representatives of countries and regional organizations;
• Facilitate, in cooperation with ODG/CSI, the further distribution of UNIDO communications and media content to governments and stakeholders in the countries or regions of coverage.

PROJECT CONTEXT

UNIDO has been assisting LDCs on their path to graduation through its mandate of promoting inclusive and sustainable industrial development (ISID) and fostering multi-stakeholder partnerships for enhanced industrial development in LDCs.

In cooperation with the United Nations Office of the High Representative for the Least Developed Countries, Landlocked Developing Countries and Small Island Developing States (UN-OHRLLS), among other partners, UNIDO has organized nine editions of the Ministerial Conference of the LDCs. Each Ministerial Conference is organized as a biennial event preceding the UNIDO General Conference. The conferences serve as a global platform, fostering high-level international dialogue on the challenges of LDCs and how to overcome them.

The Tenth Ministerial Conference of the LDCs presents a historical moment for UNIDO. It is held after the Fifth United Nations Conference on the Least Developed Countries (UN LDC5), which took place from 5-9 March in Doha, Qatar.

The LDC5 gathered diverse development partners and members of the international community, who pledged support to the LDCs in the Decade of Action. Its first part adopted the Doha Programme of Action for the LDCs for the Decade 2022-2031 (DPoA) on 17 March 2022. The DPoA was endorsed by the General Assembly through resolution A/76/L.47 on 1 April 2022.

The DPoA calls upon the entities of the United Nations (UN) development system to actively support the implementation and to integrate the Programme of Action into their strategic plans and annual work programmes and reporting at all levels. Moreover, via the Vienna Ministerial Declaration of the LDCs adopted at the 19th session of the UNIDO General Conference, the Member States called upon UNIDO to develop its Operational Strategy for the LDCs and to mainstream it into the overall work.

The tenth Ministerial Conference of the LDCs therefore presents an opportunity to strengthen the partnerships between UNIDO and LDCs on the one hand, and development partners on the other, through agreement on the new operational strategy for the LDCs. UNIDO has already embarked on a comprehensive and inclusive process of strategy formulation and the tenth Ministerial Conference, scheduled for 23-24 November 2023 is expected to adopt the UNIDO Operational Strategy for the LDCs 2022-2031, in addition to the Ministerial Declaration of the conference, as its two main outcomes.

As the most vulnerable group of countries, the LDCs are entitled to special support measures, including financial assistance for participation in international forums, including caps and discounts on contributions to the budget of the United Nations and financial support for representatives of LDCs to travel to General Assembly and other meetings.

Accordingly, a large part of administrative tasks related to the tenth Ministerial Conference of the LDCs will be to ensure sponsorship and timely travel arrangements for high-level delegates, speakers and panellists, in addition to procurement of services and goods.

FUNCTIONAL RESPONSIBILITIES

Under the supervision of the designated Senior Programme Officer at the Regional Bureau Africa, the consultant provides clerical and general administrative support and is responsible for the following key functions:

• Support logistical arrangements for the 10th Ministerial Conference of the LDCs. This includes assisting in meeting arrangements, assisting in the distribution of badges and kits to the participants, assisting with logistical arrangements for the reception and bilateral meetings at the margins of the Conference, assisting in the coordination with the travel unit and CMO/OSS for relevant support for participants’ travel arrangement and for visa requirements, booking hotel reservations if needed, and support transport arrangements through car rental companies.
• Using SAP, process sponsored travel, in coordination with other team members and the Travel unit, ensuring that visas, security clearances, Laissez-Passer etc. are valid and in order; prepare and submit Expense Reports, assist with reimbursement claim forms;
• Draft routine correspondence, such as Note Verbale, on the basis of instructions and in accordance with standard practices and in compliance with the UNIDO Correspondence Manual;
• Assist in organizing the logistics for meetings; collect and disseminate the necessary background documents and agendas; liaise with counterparts on confirmation of attendance; book meeting rooms, set up virtual Microsoft Teams meetings and take notes at meetings, if required;
• Perform general administrative tasks such as informing on budget status queries, support with recruitment and contract extension processes, and following up on payment processes with responsible financial units and/or with service providers, as relevant;
• Make various reservations as required, including for catering services, place purchase requisitions, research for information and reference material;
• Organize and coordinate requests for formal editing and translation, venue booking and payment of relevant services with UNOV;
• Maintain an up-to-date filing system (both hard copy and electronic);
• Perform any other related duties as assigned.

MINIMUM ORGANIZATIONAL REQUIREMENTS

Education: 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 a maximum of four years, for a higher degree education (including first university degree or equivalent diploma and/or master’s degree), in a relevant field to the post.

Technical and Functional Experience:

• A minimum of three (3) years of working experience in the relevant field, 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 with SAP or similar ERP software is desirable.

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

REQUIRED 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.

This appointment is limited to the specified project(s) only and does not carry any expectation of renewal.
Employees of UNIDO are expected at all times to uphold the highest standards of integrity, professionalism and respect for diversity, both at work and outside. Only persons who fully and unconditionally commit to these values should consider applying for jobs at UNIDO.

All applications must be submitted online through the Online Recruitment System. Correspondence will be undertaken only with candidates who are being considered at an advanced phase of the selection process. Selected candidate(s) may be required to disclose to the Director General the nature and scope of financial and other personal interests and assets in respect of themselves, their spouses and dependents, under the procedures established by the Director General.

Visit the UNIDO website for details on how to apply: www.unido.org

NOTE: The Director General retains the discretion to make an appointment to this post at a lower level.

Notice to applicants:
UNIDO does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. If you have received a solicitation for the payment of a fee, please disregard it. Vacant positions within UNIDO are advertised on the official UNIDO website. Should you have any questions concerning persons or companies claiming to be recruiting on behalf of UNIDO and requesting payment of a fee, please contact: recruitment@unido.org