Team Assistant

​Requisition ID: 4509 
Grade: G4 
Country: Austria 
Duty Station: Vienna 
Category: Project-funded GS 
Type of Job Posting: Internal and External
Employment Type: Staff-Full-time
Appointment Type: Fixed Term – 100 series
Indicative Minimum Net Annual Salary: 48,527 EUR 
Application Deadline: 24-Sep-2024, 11:59 PM (CEST)  

Vacancy Announcement
This post is for local recruitment only.
THE APPOINTMENT IS LIMITED TO THE SPECIFIED PROJECT(S) ONLY AND DOES NOT CARRY ANY EXPECTATION OF RENEWAL.
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.

Under the overall direction of the Director General, and in close collaboration with all relevant organizational entities within UNIDO, the Directorate of Technical Cooperation and Sustainable Industrial Development (TCS), headed by a Managing Director, ensures the Organization’s application of strategies and interventions for sustainable industrial development related to environment, energy, Micro, Small and Medium-Enterprises (MSMEs), and digitalization. The Directorate also oversees the Organization’s normative contribution to achieving the Sustainable Development Goals through industrial policy advice and capacity development. Through coordination in-house and with Member States and industry stakeholders, it ensures that the services provided in these areas contribute to effective and appropriate technical, business and policy solutions and are focused on results, scaling up and positioning UNIDO as a leading platform for industrial development in developing countries and global fora.

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 Division of MSME Competitiveness, Quality and Job Creation (TCS/SME) works towards increasing the competitiveness of industries in developing countries and countries in transition, especially emphasizing business development of MSMEs engaged in manufacturing and creating jobs therein. It aims at increasing competitiveness among MSMEs in two interconnected ways: first, by modernizing businesses through the transfer of advanced technologies adapted to local conditions, product innovation, productivity improvement and upgrading, developing market and value chain readiness as well as improved access to finance; and second, by improving the quality of MSME manufactured products and their compliance with market requirements through capacity building for the development of industrial production and trade-related quality infrastructure including for standardization, metrology, accreditation and of conformity assessment service institutions (testing, certification, inspection and calibration) and the strengthening of their capacities.

The position is located under the MSME Development and Job Creation Unit (TCS/SME/MDJ), who supports micro, small and medium manufacturing enterprises (MSMEs) in Member States to take advantage of new technologies, business and organizational support, investment promotion, cluster development and partnerships to improve their businesses for advancing the overall economic competitiveness.

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 Performance 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.

PROJECT CONTEXT

1. SAP ID 210122 – European Union support to trade, industry, growth and rapid market access (TIGARA)

Funded by the European Union, it supports the Egyptian government’s efforts to strengthen cooperation among SMEs and the private sector’s capacity to comply with trade and domestic market regulations. The program aims to increase competitiveness and market transparency by developing an industrial policy framework that enhances the productivity and competitiveness of the manufacturing sector in Egypt, modernizing the National Quality Infrastructure, promoting cluster development and supporting digitilization to lead to sustained economic growth and job creation.

The overall objective is to contribute to the increased competitiveness and efficiency of the Egyptian private sector, which will lead to higher sustained economic growth and decent job creation.

It will focus on two main axes, targeting on the one hand the Egyptian ecosystem, through inclusive industrial and quality infrastructure policies development and capacity building of public institutions and business development services, and on the other hand providing support to targeted value chains and clusters to sustain the country’s economic growth and fully benefit of the available trade opportunities.

The Component 1 of the Project (Improve the capacity and efficiency of the Egyptian ecosystem for enterprise development and trade) builds on the outputs from the EU’s TDMEP activity (previous EU Trade Flagship project in Egypt). It, therefore aims at strengthening stakeholder involvement and reducing fragmentation and creating a conducive and coordinated environment for industrial development and Quality Infrastructure.

This component will focus on:

●  Supporting the development of an industrial policy framework to enhance productivity and competitiveness of the manufacturing sector;

●  Strengthening national capacity to implement, facilitate and take advantage of the industrial policy and negotiated trade agreements;

●  Ensuring a more coordinated and efficient Quality Infrastructure System in the country.

The Component 2 of the Project (Increased participation of Egyptian SMEs in selected industry value chains) will build on the technical support provided to selected value chains and clusters to demonstrate the benefit of a conducive National Quality Infrastructure and local collaboration among SMEs and their support institutions, in view of promoting inclusive and sustainable industrial development as well as increasing access to trade and promoting economic green growth.

1. SAP ID 200035 – Support Program for Production, Industrialization and Free Trade in the Comoros

With a view to strengthening the entrepreneurship ecosystem in the Comoros, the United Nations Industrial Development Organization (UNIDO) has been mandated by the European Union to assist the Union of the Comoros in carrying out activities to strengthen the technical capacities and competitiveness of TPE / Private sector SMEs for the processing and marketing of innovative and quality local products.

Through an integrated approach at several levels of execution, the expected objective of the project is to strengthen the entrepreneurship ecosystem in the country, and subsequently to improve the technical and competitive capacities of entrepreneurs and VSEs/SMEs. This will be achieved through direct technical support to the identified SMEs in the country and through the strengthening of Entrepreneurship Support Structures (SAE) in the Comoros. To this end, the project will support the capacity building of the selected SAEs through interventions aimed at defining training and support curricula, expanding the services offered, training of trainers, etc as well as the definition and operationalization of a business plan and a marketing plan for each incubator.

These same SAEs, once strengthened, will support the improvement of the competitiveness and performance of entrepreneurs and SMEs.

The main objective of the project is to contribute to the diversification and industrialization of the Comorian economy by creating decent jobs for all.

Outcome 1 : the technical and competitive capacities of Comorian entrepreneurs and VSEs/SMEs are improved.

Output 1.1 The competitiveness and performance of entrepreneurs and VSEs / SMEs are strengthened through the support provided by the entrepreneurship support ecosystem

Output 1.2  Support structures for entrepreneurship in the Comoros (incubators, nurseries, accelerators) are strengthened and networked, for greater efficiency and a wider impact of their actions

FUNCTIONAL RESPONSIBILITIES

Under the supervision of the First Reporting Officer, the Team Assistant provides support in the development and administration of technical cooperation programmes and projects as well as clerical and administrative support and is responsible for the following key functions:

• Screen incoming mail and draft reply for supervisor’s signature on non-technical aspects; provide relevant background/project information whenever necessary to supervisor(s); keeps track of pending matters, follow up with other offices on deadlines.

• Screen phone calls and visitors. 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 administrative and/or TC-related 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.

• Consult to clarify the application of new financial procedures and rules, UNIDO Administrative Instructions, policies and Regulations and Rules, TC guidelines and other instructions. Retrieve information on administrative matters and/or TC projects from the SAP modules which have been designed to support results-based management.

• Using SAP, initiate and follow up on actions related to recruitment of staff, experts, training and study tours, purchase of equipment, payments, travel authorizations requests/claims and deal with all related inquiries.

• Perform administrative tasks such as arrangements for meetings and other events, reservations, research for information and reference material. Prepare requests/documents, e.g. requisitions, purchase orders, travel requests/authorizations, expenditure authorizations, visa applications, etc.

• Maintain an up-to-date filing system (both paper and electronic) and databases related to work.

• 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 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.

Technical and Functional Experience

• A minimum of six (6) years of work experience in the relevant field of the post, is required.
• Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is desirable.
• Experience in providing support to managerial/professional staff and using administrative skills, is desirable.
• Experience/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 and French are required.  Fluency and/or working knowledge of another official UN language, particularly Arabic, is desirable.

NOTE: Eligible internal UNIDO applicants are required to have served at least one year in their current post if applying for a higher-level position. However, the seniority-in-grade requirements for applying for higher-level positions, as per paragraphs 18 and 78 of the HRMF, have been waived.

For further information on salaries, refer to the International Civil Service Commission website: https://icsc.un.org/ 

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 careers site for details on how to apply: https://careers.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: [email protected]