Project Assistant

Job Overview

Project Assistant (2 positions)

Post Level: SB2 – Local support


Vacancy Announcement

VACANCY  ANNOUNCEMENT TEMPORARY APPOINTMENT OF PROJECT PERSONNEL

INTERNAL/EXTERNAL

Only nationals and/or permanent residents of the country of the duty station are eligible to apply. Female candidates are particularly encouraged to apply.

VA2020_ISA_EXT_139

Austria

10 December 2020

Individual Service Agreement

NonStaff-Regular

24 December 2020


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, 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 in the next decade. 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.

The Directorate of Digitalization, Technology and Agri-Business (DTA), headed by a Managing Director, coordinates and mainstreams the Fourth Industrial Revolution (4IR) in its technical cooperation, strategic, normative activities aiming at fostering the inclusive and sustainable development in the era of 4IR. The Directorate creates new and innovative technical cooperation deliverables in the areas of trade, investment, technology innovation and agro-industry and agri-business. The Directorate comprises the Department of Digitalization, Technology and Innovation (DTI) and the Department of Agri-Business (AGR). The Department of Agri-Business (DTA/AGR) provides a range of technical cooperation services to assist developing countries add value to the output of their agricultural sector and generate employment opportunities in off-farm activities for rural communities, thereby contributing to increased food security and a sustainable reduction of poverty. The department provides support for the development of agri-business corridors in developing countries in collaboration with International Financial Institutions. The Department drives the Organization’s mandates of creating shared prosperity and advancing economic competitiveness. It supports initiatives to build human capital and raise total factor productivity through focused vocational training and industrial skills development activities. With its programmes, the Department addresses the root causes of migration and helps alleviate migration pressures at the origin.

The Sustainable Food Systems Division (DTA/AGR/SFS) promotes ISID through the promotion of food systems that deliver food and nutrition security without compromising economic, social, and environmental bases to generate food security and nutrition for future generations. The Division is responsible for identifying, developing and managing programmes to improve the competitiveness of the food and agribusiness sectors through access to support services, finance, markets and trade opportunities.

The two (2) positions will be located under the Sustainable Food Systems Division. Both will be supporting project managers in the implementation of projects and the accomplishment of other assignments as necessary, whereas one of the assistants will be supporting the mainly English-speaking portfolio, and the other one the French and, ideally, Spanish-speaking portfolio.

Duty Station: Vienna, Austria

Duration: 3 months contract of probationary period (with possibility of extension)

Main Functions

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 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 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 or monitor exercises related 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). Interpret or consult to clarify the application of new financial procedures, TC guidelines and other instructions. Keep track of project budget expenditures; assist in budget revisions; complete justification for budget revisions; provide information on the project, draw the supervisor’s attention to problems encountered. Retrieve information on TC projects from the SAP PPM module that has been designed to support results-based management.

– Using SAP, initiate and follow up on actions related to recruitment of experts, training and study tours, purchase of 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.

– Assist in the preparation of papers and presentations by extracting/summarizing statistics and other related information; compile and organize information and reference materials from various sources for reports, meetings, etc.

– Maintain files (both paper and electronic) and databases related to work.

– Perform any other related duties as assigned.

Core Competencies

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.
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 Requirements

Education
Completed secondary education. Formal secretarial/clerical training or equivalent 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.
Languages
Languages for Position 1: Fluency in written and spoken English is required. Fluency and/or working knowledge of another official UN language, particularly French or Spanish is a plus.

Languages for Position 2: Fluency in written and spoken English and French is required. Fluency and/or working knowledge of another official UN language, particularly Spanish is desirable.

Field of Expertise
A minimum of six (6) years of 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 required;
Experience in proficiently using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required;
Experience in 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

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 dependants, under the procedures established by the Director General.

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

Project Assistant (2 positions)

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