Team Assistant

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 Corporate Services and Operations (COR), 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, learning and staff development, procurement, information technology and general services to meet the service support needs of the Organization as a whole. Additionally, the Directorate houses the Gender Equality and Empowerment of Women Unit and the Ethics and Accountability Unit as well as oversees their operations. Furthermore, the Directorate provides guidance on personnel security and safety matters and ensures the overall coordination of UNIDO’s response in this regard.

The Human Resource Services (COR/HRS) 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, it designs and implements modern human resources management policies and tools, which allow the Organization to attract the best talent.

It delivers a broad range of services covering, among others, UNIDO’s human capital through a partnership model with the Professional staff acting as business partners for relevant parts of the Organization. It 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.

It is also responsible for supporting the work of the Managing Director within the UNIDO Crisis Management Team as well as for coordinating for all personnel the security and safety related actions and responses. Further, Human Resource Services also supports the administration of employees under technical cooperation projects and programmes. The Human Resource Services is comprised of two dedicated Units, namely Employee Services and Relations Unit (COR/HRS/ESR) and Talent Planning and Acquisition Unit (COR/HRS/TPA)

The Talent Planning and Acquisition Unit (COR/HRS/TPA) promotes and implements strategic organizational policies aimed at improving the planning, acquisition, development, engagement, motivation and retention of the human resources required for the Organization’s mandate. In this respect, the services of the Unit cover staff members, Individual Service Agreement (ISA) holders and other personnel.

At the G4 level the incumbent is expected to perform general as well as targeted processes focusing on basic service delivery and support services within the organizational environment and team.  His/her interventions result in the focused process impact.

The UNIDO Staff Appraisal and Management System reinforces the collaboration within formal units 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 unit. Within the formal teams, the incumbent may be expected to backstop other team members as required.

Main Responsibilities:

Support to Talent Outreach and Recruitment for staff and consultants:

• Screens the assigned incoming recruitment requests for compliance with established rules and regulations. Obtains all relevant background information and provides it to the respective Human Resource Officer for review and clearance;
• Ensures completeness of documentation, required approvals and authorizations for recruitment; reviews whether the job descriptions/ Term of reference are up to date; arranges for classification and fee review as and when required;
• Prepares and places vacancy announcements,  when required arranges for placing the vacancy in external communication channels;
• Reviews incoming applications; makes a primary evaluation of applicants for suitability in relation to meeting qualifications and experience, checks to ensure that all relevant information is available; completes actions related to submissions to the hiring offices for further assessment, as required;
• Assists the preparation of personal assessments, including provision of questions; compiles and distributes interview work-books; organizes personal interviews.;
• Participates in interviews for GS positions on behalf of HRS;
• Reviews incoming assessments from the hiring offices to ensure that all requirements have been met;
• Provides logistical and administrative assistance to the Appointment and Promotion Board and prepares related documentation;
• Initiates and completes the process of academic and reference checks, reviewing information received and drawing the supervisor’s attention to problem cases;
• Maintains an accurate up-to-date system of data recording for each post under recruitment.
• Replies to general queries from applicants and candidates; keeps track of the status of recruitment for a particular position by keeping track of recruitment time frames and deadlines;

Support to the Internship Programme:

• Assists with activities related to selection and hiring of interns.
• Undertakes the responsibility of on-boarding interns.
• Contributes to the organization of learning initiatives for interns and administers the related activities;
• Organizes and supports outreach activities.
• Coordinates the organization and participation of UNIDO on job fairs and other outreach-related initiatives;
• Attends the assigned outreach events and provide advice to candidates, interested in working for UNIDO;
• Participates in any other initiatives, aiming at strengthening the employer branding of UNIDO;

Other:

• Provides backup and replaces other HR Assistants in TPA  during their periods of absence.
• Collects data and provides input / statistics to audits, independent evaluations, JIU reports etc.
• Performs any other revelant duties assigned.

Minimum Organizational Requirements:

Education:

• Completed higher secondary education. High school diploma or equivalent is required. Specialised training in the field of human resource area would be an asset.
• 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.

Experience:

• A minimum of six (6) years of working experience in related fields of human resources / business administration / public administration, preferably in an international organization is required.
• Experience/proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.
• Experience in the implementation of administrative processes in human resource management is desirable.
• Thorough understanding of 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.

Language Skills:

• Fluency in spoken and written English is required. Knowledge of another UN language is an asset.

Source: https://careers.unido.org/job/Vienna-Team-Assistant-(Human-Resources)/974795355/