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Title:  Administrative and Finance Assistant

​​Requisition ID: 5898 
Grade: G5 (SB-3) 
Country: Philippines 
Duty Station: Manila 
Category: Local Support Personnel 
Type of Job Posting: Internal and External
Employment Type: NonStaff-Regular
Contract Duration: 6 months
Application Deadline: 08-Aug-2025, 11:59 PM (Vienna, Austria time)

 

Vacancy Announcement
TEMPORARY APPOINTMENT OF PROJECT PERSONNEL
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.

 

DIRECTORATE OF SDG INNOVATION AND ECONOMIC TRANSFORMATION (IET) 

 

Under the overall direction of the Director General, and in close collaboration with all organizational entities within UNIDO, in particular the Office of Change Management (ODG/CHM), the Office of Legal Affairs and Compliance (ODG/LEG), the Strategic Planning and UN Engagement Division (ODG/SPU), and the Office of Evaluation and Internal Oversight (EIO), the Directorate of SDG Innovation and Economic Transformation (IET), headed by a Managing Director, is responsible for the development of innovative UNIDO services in the areas of agro-industry and agribusiness, sustainability standards and fair production, and climate-relevant or climate-improving technologies. It is also, in collaboration with ODG, responsible for developing innovative technical cooperation concepts, identifying new sources and means of finance and entering into new partnerships with a broad range of relevant stakeholders.

 

The Directorate houses the Divisions of Coordination and Integration Support (IET/CIS), Quality, Impact and Accountability (IET/QUA), Agribusiness and Infrastructure Development (IET/AGR), Innovative Finance and International Financial Institutions (IET/IFI), Fair Production, Sustainability Standards and Trade (IET/PST), Public-Private Partnerships (PPP), and Climate and Technology Partnerships (CTP). The Directorate also ensures close coordination and collaboration among the Divisions and relevant entities in the Directorate of Global Partnerships and External Relations (GLO) and the Directorate of Technical Cooperation and Sustainable Industrial Development (TCS).

 

 

Division of Fair Production, Sustainability Standards and Trade (IET/PST) 

 

Under the overall guidance of the Director General, the direct supervision of the Managing Director, Directorate of SDG Innovation and Economic Transformation (IET), and in close coordination with other organizational entities within UNIDO, the Division of Fair Production, Sustainability Standards and Trade (IET/PST) develops and implements an innovative service package in response to UNIDO's mandate for fair and responsible local industrial production and trade with a particular focus on building the required skills and capacities and foster a conducive business operating environment to ensure that such production and trade are as inclusive as possible, promoting – among others – the development of human capital through vocational training and industrial skills development. In collaboration with IET/IFI, IET/PPP, TCS/SME, TCS/CPA, and GLO/MSR, the Division will conceptualize and negotiate such services and raise funds from Member States, development partners, IFIs, and the private sector to coordinate their effective implementation and devise ways in which their implementation can be brought to scale. This will include cross-cutting and sector-specific initiatives for sustainable supply/value chain and skills development in industrial sectors where UNIDO has, over the years, accumulated expertise, such as agro-industries, fisheries, textiles, leather, light manufacturing, health, mining, automotive and pharma and others. It will do so through close engagement with Member States, private sector associations, industrial enterprises, international quality, standards and trade-related governing bodies, other UN Agencies (e.g. ILO), development partners, NGOs and consumer associations, as appropriate, ensuring solid and operational partnerships.

 

Skills Development, Entrepreneurship and Fair Production Unit (IET/PST/SEF) 

 

The Skills Development, Entrepreneurship and Fair Production Unit supports Member States in integrating into the emerging global systems of fair and sustainable trade and supply chains. It aims 62 to increase employability, strengthen access to decent employment, augment job retention, and increase access to qualified workforce by the industry, through modern technical and vocational education and training (TVET), professional education and entrepreneurship systems essential for driving sustainable transition. Central to its mandate is the commitment to provide the skills required to enabling sustainable supply chain practices, ensuring resilience, particularly at the firm level, and addressing the challenges and opportunities arising from new due diligence regulations. To this end, it provides specialized and country-tailored assistance to Member States to skill, upskill, and/or reskill their labour force and enhance their entrepreneurship capacity, it implements demand driven educational approaches, leverages partnerships with the private sector and strengthens institutional and firm-level capacities that fortify sustainable supply chains, with emphasis on the most vulnerable. It places importance on mitigating unintended consequences stemming from due diligence regulations, ensuring that all actors, especially at firm-level, are equipped to navigate through these changes. The Unit promotes innovation in learning, concepts and norms to augment the quality, relevance, attractiveness and accessibility of TVET for sustainable industrial employment and self-employment for the most vulnerable. The Unit also deploys foresight and planning instruments to guide Member States in developing industrial skills of future employees and respond to re-skilling and up-skilling requirements tailored for sustainable supply chains.

 

 

PROJECT CONTEXT

 

UNIDO supports inclusive and sustainable industrial development in Mindanao, particularly in the Bangsamoro Autonomous Region in Muslim Mindanao (BARMM), in line with ongoing peacebuilding and development efforts. UNIDO contributes to strengthening regional institutions and improving the competitiveness of local industries—especially agribusiness—through support to enforcement of product quality standards and enhancement of technical skills and capacities. These efforts help local enterprises meet national and regional market requirements, thereby promoting economic opportunities and contributing to stability in post-conflict areas.

 

UNIDO plays an integral role in advancing approaches that address the interconnected challenges of humanitarian response, peacebuilding, climate resilience, and sustainable development. In collaboration with national and local partners, UNIDO works to enhance livelihoods, promote social cohesion, and build resilience in vulnerable and communities facing vulnerabilities, including Indigenous Peoples, internally displaced persons, and those living in geographically isolated and disadvantaged areas. This integrated approach aims to empower communities, strengthen institutional capacities, and foster conditions conducive to long-term peace and inclusive development in Mindanao.

 

The present Vacancy Announcement may be used to fill different openings/positions.

 

 

 

MAIN DUTIES

 

Under the supervision of the Project Manager and in close cooperation with the project team at the UNIDO HQ and field levels, as well as with the UNIDO Country Office, the Administrative and Finance Assistant will provide administrative and finance-related support and be responsible for the following duties:

 

Main Duties

Concrete/Measurable Outputs to be achieved

Expected Duration

Location

Philippines (SAP 210124)

Project administration

  1. Perform general administrative and logistical tasks such as arrangements for meetings, events, trainings and workshops.

Administrative duties completed as per UNIDO’s rules and regulations and the project’s objectives and needs, and in coordination with UNIDO HQ, the project field team and UNIDO’s Country Office as necessary.

6 months

Manila, the Philippines
  1. Provide logistical support to international/national consultants and visiting UNIDO staff members in organizing meetings and workshops at the field level.
  1. Assist with the preparation of Project Board meetings, including providing support in collecting information and data and drafting presentations as required.
  1. Assist in maintaining effective communication, coordination and working relations with relevant project counterparts, beneficiaries and partners as required.
  1. Prepare/compile relevant documents in UNIDO’s ERP (SAP), initiate and follow up on actions related to trainings and study tours, purchase of goods and services, staff recruitment (eg. publication of vacancy announcements, organization of tests/interviews), in coordination with the project team and relevant departments at UNIDO HQ.
  1. Assist with on boarding of new project personnel.
  1. Maintain files (both paper and electronic) and databases related to the project implementation.
  1. Respond to moderately complex information requests and inquiries related to the project and UNIDO’s activities as necessary, and refer queries to appropriate personnel for handling.
  1. Draft project correspondence 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.
  1. Provide ad hoc support to project communication and visibility efforts by consolidating or reviewing inputs, drafting texts.
  1. Carry out ad-hoc assignments and research activities, as required.

Budget and reporting
  1. Assist with the preparation of budget plans and budget revisions for the project as per UNIDO’s regulations and donor requirements, in liaison with the Industrial Development Expert and the Chief Technical Advisor.

Project’s budgetary resources appropriately used and managed, and in full compliance with financial reporting requirements.

6 months

Manila, the Philippines
  1. Prepare regular financial reports as per donor requirements and assist in drafting regular and/or ad-hoc reports on project activities.
  1. Assist in drafting regular and/or ad-hoc reports on project activities.

Project finance

  1. Monitor disbursements, commitments, budget allocations and funds availability for the project; ensure all receipts of financial disbursements are collected and organized in the project file in coordination with relevant team members.

Project’s financial resources utilized efficiently, in accordance with the project objectives and needs, and as per UNIDO’s procedures, and rules and regulations.

 

 

6 months

 

 

Manila, the Philippines
  1. Keep track of project budget expenditures and draw the supervisor’s attention to problems encountered.
  1. Follow up on and monitor all payment processes as per UNIDO’s regulations, including in UNIDO’s ERP in coordination with relevant UNIDO colleagues.
  1. Interpret or consult to clarify the application of new financial and procurement rules and procedures, technical cooperation guidelines and other instructions.
  1. Liaise with the project team, the UNIDO Country Office and other UN agencies to maintain network of vendors and suppliers for project-related procurement of goods and services; collect offers and follow-up with suppliers for contract signatures, delivery notes, invoices, confirmations and payments in coordination with relevant team members.
  1. Maintain a schedule of staff contracts to ensure timely notification for payment release and contract renewal.
  1. Any other task deemed necessary for the implementation of the project.

 

 

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

 

Technical and Functional Experience: 

 

  • A minimum of eight (8) years of experience in the related fields of the post, is required.
  • Experience with 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 desirable.
  • Experience using Microsoft Office (Outlook, Word, Excel), internet search engines, is required.
  • Experience with SAP or similar ERP software is desirable.

 

Languages:

 

  • Fluency in written and spoken English 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

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