Title:  Administrative Assistant

​Requisition ID: 6982 
Grade: ISA -G5 
Country: Paraguay 
Duty Station: Asuncion 
Category: Local Support Personnel 
Type of Job Posting: Internal and External
Employment Type: Non-staff Regular
Contract Duration: 5 months (with the possibility of extension)
Application deadline: 11-Feb-2026, 11:59 PM (Vienna, Austria time)

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.
 UNIDO welcomes applications from qualified persons with disabilities. Reasonable accommodation will be provided to applicants and employees with disabilities to support full participation in the recruitment process and in the performance of their duties.

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 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 to a greater or lesser extent to all SDGs.

The medium-term programme framework (MTPF) is UNIDO’s core strategic document. As the Organization moves from the 2022–2025 cycle to the 2026–2029 MTPF, it sets a renewed vision to support Member States shape their industries for development. The new priorities include renewable and clean energy, sustainable access and climate action, ending hunger through innovation and local value addition, and fair and sustainable global and regional supply chains. Cross-cutting priorities focus on industrial and economic policy advice, skills development, fostering digitalization and artificial intelligence, gender equality and the empowerment of women, supporting youth, promoting cleaner production and circular economy, and leveraging private sector investment and development finance.

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, Sub-regional Offices and Country Offices.

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 Competitiveness, Quality and Compliance Unit (TCS/SME/CQC) builds national and regional production and quality infrastructure systems, with an emphasis on providing internationally recognized services, facilitating MSME participation in regional and global value chains; strengthening institutional quality infrastructure capacities; building conformity assessment capacities; and supporting market access and quality awareness with the public sector, economic operators and consumers, placing a special emphasis on capacitating MSMEs.  

PROJECT CONTEXTu

Promoting and strengthening the Quality Infrastructure System for the sustainability and competitiveness of Paraguay in the agro-industrial sector – SiCalidad Paraguay (SAP ID 240241)

The project will build on the experiences and achievements of the previous project named “Enhancing Business Intermediary Organizations’ Support Services for MSMEs Competitiveness in Paraguay” known as MiPYME COMPITE. This project focused on strengthening Paraguay's quality infrastructure system to foster the adoption of sustainable practices, supporting Paraguayan industrial capacity for the growth of sustainable enterprises and sensitize institutions, business and consumers on quality and sustainable practices particularly those in the agro-industrial sector.

The overall objective of the SiCalidad project is to strengthen the Quality Infrastructure System in Paraguay to promote sustainable practices and generate solutions in favor of the sustainability of the Paraguayan agro-industry.

The project has 3 main outcomes that complement each other:

• Outcome 1: The technical capacity of Quality Infrastructure Institutions in Paraguay is enhanced.
• Outcome 2: The institutional capacity of Business Intermediary Organizations to extend quality and sustainable business development services to SMEs is strengthened.
• Outcome 3: Quality culture and sustainable practices are promoted.

Under the overall supervision of the Project Manager at Headquarters and the Chief Technical Advisor, and working in close cooperation with the project team in both the field and the HQ, the Project Assistant shall fulfill the following tasks:

At the G5 level the incumbent is expected to perform general support processes focusing on basic service delivery or information exchange within the organizational environment and team.  His/her interventions result in the contained 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.

FUNCTIONAL RESPONSIBILITIES

Under the overall supervision of the Project Manager at Headquarters and the International Project Coordinator, working in close cooperation with the project team in both the field and the HQ, the Project Assistant shall fulfill the following key functions:

MAIN DUTIES

• Support the Chief Technical Advisor to develop the estimated budget of the SiCalidad project based on national and international prices of procurement of goods and services, as well as expert fees.
• Support the Chief Technical Advisor and Project Manager in the systematic monitoring of key performance indicators (KPIs) related to project preparatory activities, implementation readiness, and administrative execution of the SiCalidad project.
• Support the identification, documentation, and reporting of deviations, delays, and risks affecting project timelines and performance indicators, and assist in tracking agreed corrective actions.
• Support the Chief Technical Advisor to identify the Programme Management Unit Offices.
• Assist in organizing the logistics for meetings and support the preparation of the necessary background information related to the design of the SiCalidad Project. Liaise with counterparts on attendance. Reserve meeting rooms and take notes at meetings, if required.
• Using SAP, when required, support the procurement processes including but not limited, creation of relevant documents on SAP SRM (e.g., Shopping Carts, RFX Events, Purchase Orders, Confirmations), track payments, review invoices, register vendors, all in compliance with UNIDO Procurement Rules and Regulations. Liaise the tracking of payments with UNIDO Regional Office in Uruguay.

• Receive and record all incoming and outgoing correspondence and mail, keep track of pending matters, flagging deadlines and bringing urgent and important items to the attention of the supervisor.

• Respond to basic information requests and inquiries as necessary, as well as to refer queries to appropriate personnel for handling.

• Draft routine correspondence on the basis of instructions and in accordance with standard practices and in compliance with the UNIDO Correspondence Manual.

• Perform general administrative tasks such as 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.

• Maintain an up-to-date filing system for the information generated as part of the SiCalidad design process (both hard copy and electronic).

• Manage the agenda of activities of the UNIDO Project Coordination.
• Prepare a final report, as per UNIDO standard, on the activities undertaken during the assignment period inclusive of recommendations and way forward and submit to UNIDO.
• Ad‐hoc requests: Any other assignments related to a timely and effective implementation of the project as requested by the PM and the CTA.

MINIMUM REQUIREMENTS AND DESIRABLE CRITERIA

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.

Technical and Functional Experience:

• A minimum of (8) years of working experience in development of technical/administrative project assistance activities is required.
• Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is desirable.
• 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 and proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.
• Experience with SAP ERP and SRM software is required.
• Experience in social media management is required.
• Knowledge of UN System procurement procedures and processes is desirable.
• Experience in projects with funding from international agencies/donors is desirable, particularly the European Union.
• Knowledge of planning methodology based on logical frameworks and results-based strategic planning is desirable.
• Experience in results analysis is desirable.

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

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.

Visit the UNIDO website for details on how to apply: www.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: recruitment@unido.org