Team Assistant

The Directorate is responsible for the Division of Industrial Policy Advice and Capacity Development (TCS/IPC), and technical Divisions of Circular Economy and Green Industry (TCS/CEG), Energy and Climate Action (TCS/ECA), Climate Innovation and Montreal Protocol (TCS/CMP); MSME Competitiveness, Quality and Job Creation (TCS/SME); and Digital Transformation and Artificial Intelligence (TCS/DAI). Leveraging the diverse skill sets of UNIDO personnel and the services provided by the two TC directorates, TCS collaborates closely with IET to develop and implement programmes and projects, aiming at enhancing synergy and complementarity and maximizing UNIDO corporate performance and impacts on the ground. The Directorate also ensures close coordination and collaboration among the Divisions as well as with relevant entities in all Directorates across the Organization.

The position is located under the Montreal Protocol Unit (MPU). The Montreal Protocol Unit (TCS/CMP/MPU) is responsible for the planning, development and implementation of activities in Member States to facilitate compliance with the Montreal Protocol and, in particular, its Kigali Amendment and to support countries to achieve their NDCs. In addition, the Unit is responsible, in close collaboration with other relevant entities in the Organization, to facilitate the transfer of and establish markets for low-carbon technologies, ensuring their widespread use by industry and local communities, thereby contributing to climate mitigation and adaptation in recipient countries. Through capacity building and policy support, the Unit’s services promote manufacturing transformation in refrigeration, air conditioning and insulation technologies, resulting in the reduction and substitution of fluids and chemicals, and ultimately reduction in overall greenhouse gas emissions and promote climate-resilient economies.

PROJECT CONTEXT

The Team Assistant will be supporting the implementation of Multilateral Fund (MLF) funded projects in several countries. These projects include implementation of activities related to assisting countries ensure compliance with the reduction targets stipulated in the Montreal Protocol. The team assistant will be responsible for performing the administrative tasks related to project implementation such as organizing of events, travel, conducting procurement activities, processing payments, liaising with projects’ stakeholders, suppliers, consultants and other units in the organization as well as keeping an up-to-date filing system. SAP is the UNIDO’s ERP system.

The Team Assistant will also support general administrative tasks related to portfolio level monitoring and reporting activities.   

FUNCTIONAL RESPONSIBILITIES

Under the overall supervision the Project Manager and working in close collaboration the unit team and other units in the organization, the Team Assistant provides support in the administrative work related to project implementation as well as general support in the portfolio level monitoring and reporting activities and is responsible for the following key functions:

• Perform general administrative tasks such as ordering office supplies, following up on budget queries, making various reservations as required, placing purchase requisitions, researching for information and reference material, organizing requests for formal editing, translation, layout, graphic design and arranging for printing services as well as the publication of documents, if and when necessary;
• Using SAP, when required, make arrangements for travel, prepare travel authorizations, ensuring that visas, security clearances, vaccination certificates, Laissez-Passer etc. are valid and in order.  Assist in completing back-to-office mission reports and claim forms;
• Respond to moderately complex information requests and inquiries as necessary, as well as refer queries to appropriate personnel for handling;
• Assist in organizing the logistics for meetings prepare the necessary background documents and agendas’, liaise with counterparts on attendance assist in the preparation of presentation materials, book meeting rooms and take notes at meetings, if required;
• Keep track of pending matters, flagging deadlines and bringing urgent and important items to the attention of the supervisor;
• Maintain an up-to-date filing system (both hard copy and electronic);
• Perform any other related duties as assigned.

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.

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 first university degree or equivalent diploma, in a field relevant to the post.

Experience, technical and functional expertise:

• A minimum of three (3) years of working experience in the related fields of the post is required.
• Experience in within the UN system or in a multicultural environment, is desirable.
• Experience and/or proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.
• Experience and/or proficiency in working in SAP or similar ERP software is desirable.
• Experience in project administration, providing support to managerial staff and using administrative skills to assist in project implementation, is desirable.

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