Date:  Administrative Assistant

​Requisition ID: 5227 
Grade: G6 
Country: Mexico 
Duty Station: Mexico City 
Category: General Service/Admin. Support 
Type of Job Posting: Internal and External
Employment Type: Staff-Full-time
Appointment Type: Fixed Term - 100 series
Indicative Minimum Net Annual Salary: 530 414 MXN 
Application Deadline: 28-Mar-2025, 11:59 PM (Vienna, Austria time)

Vacancy Announcement
This post is for local recruitment only.
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.

The Directorate of Global Partnerships and External Relations (GLO), headed by a Managing Director, is responsible for UNIDO's relations with Member States and all external partners, including through the policymaking organs. It plays a central role for interaction and collaboration with traditional and non-traditional donors; oversees the regional bureaus as well as the network of established field offices, liaison offices and Investment and Technology Promotion Offices.

The Division of Regional Bureaus and Field Coordination (GLO/RFO) coordinates the field representation and interventions of UNIDO in Member States and regions. Within this context, the Division is responsible for determining programmatic priorities for UNIDO's services and ensuring that UNIDO responds to the specific needs and requirements of Member States and development partners at the country and regional levels. It facilitates the development of regional strategies and country programming, including Programmes for Country Partnerships – PCPs, and monitors their implementation, in close collaboration with SPP/SSC. The Division encompasses all the UNIDO field offices and the five Regional Bureaus: Africa (GLO/RFO/AFR), also hosting the IDDA III Secretariat; the Arab Region (GLO/RFO/ARB); Asia and the Pacific (GLO/RFO/ASP); Europe and Central Asia (GLO/RFO/EUR); and Latin American and the Caribbean (GLO/RFO/LAC).

This position is located in the Regional Office in Mexico and is responsible for representing UNIDO inMexico and other six countries: Belize, Costa Rica, El Salvador, Guatemala, Honduras and Panamá. The incumbent is expected to represent UNIDO in the field: (a) as an effective partner for sustainable industrial development; (b) furthering UNIDO’s technical competence and active role in the UN Country Teams (UNCTs); (c) to identify industrial development trends and country and industry profiles; (d) to identify industrial development needs and donor priorities in the countries of coverage; (e ) to monitor industrial policy design and implementation in the countries of coverage and develop industrial policy support services; (f) to develop results-oriented yearly implementation plans; (g) to advocate and highlight the relevance and work of the Organization;(h) to implement or support the implementation of selected technical cooperation activities; (i) to contribute to fundraising and resource mobilization and (j) to maintain regular contact with the regional bureaus and project managers on the active portfolio and monitoring pipeline projects and activities.

At the G6 level the incumbent is expected to perform highly independent and specialized processes focusing on specialized service delivery and support services within the organizational environment and team.  His/her interventions result in processes integrity.

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

The main objective of the position is to ensure the daily technical and representational operations of the Sub-Regional Office and therefore contribute to achieving the above objectives by providing secretarial and administrative functions as well as clerical and logistic support services in respect of Technical Cooperation,

The incumbent works under the direct supervision of the UNDO Representative (UR) and is responsible for the following functions:

1. Office Assistant to perform duties related to the smooth day-to-day running of the office and support to other staff members and project staff in the execution of their duties;
2. Financial Assistant as co-signatory of Imprest Account Reports (IARP) and monitoring all local payments:
3. Provide administrative/operational support to ongoing Technical Cooperation activities:
4. Support in the coordination with other UN Agencies (UNCT, Security), liaise with other UN Agencies colleagues on meetings and specific joint activities and with Government bodies, Diplomatic missions.

• Function 1: Execute the administrative tasks to maintain day-to-day running of the Sub-Regional Office: composed of a variety of tasks left at the initiative of the incumbent: monitor the supervisor's calendar, receive external visitors, prepare routine correspondence in English and Spanish and all logistics for travel arrangements, ensure logistical support to HQ staff on mission, maintain an updated archiving system in both paper and electronic forms, keep updated directories of local counterparts and   keep inventory of assets, etc. Liaise with the Common Premise Host in relation to office space allocation; adjustments of the lease agreement and inform any maintenance-related requirement (repair, remodeling, IT support, etc.). Carry out procurement related to the payment of rental costs and MOU renovation.
• Function 2: Monitor the yearly regular budgetary allocation (Operating Costs) and release all payments for Technical Cooperation (TC) related activities through Imprest Account: administration of the Imprest Accounts, monitor accounts books accurately (two accounts in US$ and local currency) and act as joint signatory for banking operations; take actions regarding procurement and deal with local suppliers, process recruitments of local support staff, monitor petty cash transactions;
• Function 3: Provide support to Project Managers or the UR in the processes and implementation of technical cooperation, including ERP system entries, keeping of records of the portfolio of programmes under implementation in the country and countries of coverage; ensure logistics for evaluation missions; support the organization of workshops, events or any promotional activity; advise on financial resources required as well as assist in monitoring the budget and carrying out administrative tasks related to personnel, procurement, financial, travel issues using SAP Project Portfolio Management (PPM);
• This function will also include acting as Focal Point for providing assistance/support and training to local staff in the implementation of SAP. The incumbent will act as a focal point to train and help other staff in the field office in the use of the UNIDO ERP (SAP System) and liaise with the responsible staff in PTC at headquarters and the Training team, Human Resource Management Branch;
• Function 4: Assist in executing joint tasks related to the UN coordination initiatives: participating in the UN Operations Management Team (OMT), Business Operations Strategy (BOS), Procurement task force, common premises group and other related mechanisms.
• Perform any other related duties as assigned.

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 ten (10) years of working experience in providing highly independent administrative support in areas of finance, human resources, procurement, travel, etc. 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 to assist in the execution of project and programme development and implementation of work, is required.
• 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 is required.  Fluency and/or working knowledge of another official UN language, particularly Spanish is required.

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.

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: recruitment@unido.org