Project Assistant

​Requisition ID: 3663 
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: 15-Jul-2024, 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 Divisions/Offices in its Headquarters, Regional Offices and Hubs and Country Offices.

The Directorate of Technical Cooperation and Sustainable Industrial Development (TCS), headed by a Managing Director, oversees the Organization’s development of capacities for industrial development as well as industrial policy advice, statistics and research activities and the Organization’s normative contribution to Member States and global development community in achieving the SDGs. The Directorate also ensures the application of strategies and interventions for sustainable industrial development related to Environment, Energy, SMEs, Competitiveness and Job creation, as well as Digitalization and Artificial Intelligence. Through coordination in-house and with Member States and industry stakeholders, it ensures that the services provided in these areas contribute toward effective and appropriate technical, business and policy solutions and are focused on results and on realizing any potential for scaling up and positioning UNIDO as a leading platform for industrial development in developing countries and global fora.

The Directorate houses the technical Divisions of Capacity Development and Industrial Policy Advice (TCS/CPS); Circular Economy and Chemical Management (TCS/CCM); Decarbonization and Sustainable Energy (TCS/DSE); SMEs, Competitiveness and Job Creation (TCS/SME); and Digital Transformation and AI Strategies (TCS/DAS). The Directorate also ensures close coordination and collaboration among the Divisions as well as with relevant entities in the Directorate of Global Partnerships and External Relations (GLO) and the Directorate of SDG Innovation and Economic Transformation (IET).

This position is located under the Division of Digital Transformation and AI Strategies (TCS/DAS) which promotes digital transformation and Fourth Industrial Revolution (4IR) associated technologies (including cloud computing, artificial intelligence (AI), industrial Internet of things, additive manufacturing, big data, blockchain, e-commerce, and others) as part of innovation ecosystems consisting of productive capacities in manufacturing, services and digital firms, with the purpose to advance the competitiveness of industries and manufacturing firms in Member States. It helps industries to benefit from the rapid progress in digital and convergent technologies associated with the Fourth Industrial Revolution (4IR), ensuring a smooth transition towards safe and secured cyber-physical industrial systems and a smart society and mitigating any negative adverse effects on employment and quality of work. Through the Division’s services, the productive transformation will be key, integrating industrial businesses, dynamic entrepreneurship, and acceleration services, in less developed countries will have the opportunity to technologically catch up instead of falling behind industries in more advanced countries.

PROJECT CONTEXT

Tuna value chain development project (SAP ID: 200271)

UNIDO has been undertaking a series of projects since 2017 in order to promote the deeper integration of the fishery and ancillary industries in Chabahar into regional/global markets through building capacity of local institutions, upgrading enterprises in terms of quality, productivity recourse efficiency, etc., and enhancing market access. The Project for Promoting Inclusive and Sustainable Development of the Yellowfin Tuna Value Chain in Chabahar has been developed in line with the previous interventions and has been designed to leverage their impacts and outcomes for the purpose of advancing greater competitiveness of the fishery industry while ensuring the long-term sustainability of fishery resources. Through targeted interventions and a collaborative approach, this project therefore aims at improving the quality management system, promotion of exports, as well as creating a sustainable eco-system in order to support the inclusive and sustainable development of the yellowfin tuna value chain, as well as enhance regional economies through the development of the fisheries industry.

FUNCTIONAL RESPONSIBILITIES

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;

• 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 in 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). Consult to clarify the application of new financial procedures, TC guidelines and other instructions. Keep track of project budget expenditures. Retrieve information on TC projects from the SAP module that has been designed to support results-based management. Provide information on the project, draw the supervisor’s attention to problems encountered;

• 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.;

• Maintain files (both paper and electronic) and databases related to work;

• 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 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.

Experience, Technical and Functional Expertise:

• A minimum of six (6) years of working experience in the related fields of the post, is required.

• Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is required.

• 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 and proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.

• Experience with SAP or similar ERP software is desirable.

Languages: Fluency in written and spoken English is required.

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.