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Title:  Senior Project / Office Assistant

​Requisition ID: 2266 
Grade : G6 
Country: Italy 
Duty Station : Rome 
Category: Project-funded GS 
Type of job Posting: Internal and External
Employment Type: Staff-Full-time
Minimum Annual salary: 47,605 EUR 
Application deadline: 14-Jun-2023  

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.

 

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 Departments/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; and supports the implementation of particularly complex projects, programmes and special assignments, thus also fulfilling an important role in safeguarding their quality and the reputation of the Organization.

 

The Directorate houses the Divisions of Policymaking Organs (GLO/PMO), Regional Bureaus and Field Offices (GLO/RFO), Field and Liaison Strategy (GLO/FLS), Member States and Funding Relations (GLO/MSR), Special Operations (GLO/SOP), and Investment and Technology Promotion Offices and Institutional Partnerships (GLO/ITP). The Directorate also ensures close coordination and collaboration among the Divisions as well as with relevant entities in the Directorate of SDG Innovation and Economic Transformation (IET) and the Directorate of Technical Cooperation and Sustainable Industrial Development (TCS).

 

The position is located under GLO/ITP/ITA. Under the supervision of the Managing Director of the Directorate of Global Partnerships and External Relations (GLO), the Division of ITPOs and Institutional Partnerships (GLO/ITP) will link UNIDO's Investment and Technology Promotion Offices (ITPOs) with international corporate partners and use the ITP network to forge, in collaboration with IET/PPP and GLO/FLS, partnerships with development partners. It will engage in match-making and partnership development at corporate, institutional and political levels to support developing countries and countries with economies in transition in becoming attractive investment locations resulting in increased levels of investments and, through investors and partners that the ITPOs bring to the table, engage in technology exchange partnerships that enable them to adopt new technologies for sustainable industrial development.

 

The incumbent is expected to perform independent and specialized processes focusing on consistent service delivery and support services within the organizational environment and team.  His/Her interventions result in process consistency.

 

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 team 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

 

The main purpose of the project is to contribute to the industrial development and economic growth of developing countries and countries with economies in transition by identifying and mobilizing the technical, financial, managerial, and other resources from Italy for the implementation of industrial investment and technology partnerships for the benefit of these countries.

 

The project will respond to demands rising in sectors such as agro-food, leather and footwear, textiles and clothing, as well as energy and environment, where Italian industry excels. Geographical priority will be given to least developing countries.  In providing this technical assistance, ITPO Italy will apply, in close cooperation with UNIDO Headquarters, the best practices developed by SMEs in Italy to overcome size constraints, namely districts, clusters and consortia.

 

The objective will also be pursued through the sensitization of Italian business partners to developing country investment and technology transfer opportunities, as well as through training and capacity-building of institutional partners in developing countries, hence complementing the efforts of national Italian organizations involved in financial or technical cooperation between Italian industries and foreign partners.

 

 

FUNCTIONAL RESPONSIBILITIES

 

Under the supervision of the First Reporting Officer, the Senior Project / Office 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:

 

Duties

PROJECT MANAGEMENT

  • Responsible for the initialization and monitoring of exercises related to the implementation of TC projects and programmes (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, or other administrative functions as per the specific specialization of the job family). Interpret or consult to clarify the application of new financial procedures and rules, UNIDO Administrative Instructions, policies and Regulations and Rules, TC guidelines and other instructions;

  • Keep track of project budget expenditures; recommend and initiate budget revisions; complete justification for budget revisions; provide information and draw the supervisor’s attention to problems encountered. Retrieve substantive information on administrative matters and/or TC projects from the SAP modules which have been designed to support results-based management;

  • Provide support in retrieving substantive information on status of project (IRPF indicators)

  • (PPM) module;

  • Overseeing the incoming and outgoing projects’ documentation and the material related to project communications to ensure projects’ visibility;

  • Monitors aspects of the implementation of activities and availability of funds for project/programme budget levels and financial expenditures, according to the approved projects.

  • Ensure correctness of the core project budget, IP project accounts and petty cash account,

  • Ensure that accounting balance sheets and the supporting documentation are correct prior to submitting them to the Head of ITPO for approval and further on to UNIDO HQ;

  • Oversee all the accounting balance sheet to be submitted to the donor for the closure of the projects

  • Draft routine and non-routine correspondence, requests/documents (both on administrative and/or TC-related matters).

  • Follow-up on budget, research for information and reference material.

 

PAYMENTS

  • Ensure availability of sufficient funds on the ITPO account to cover all expenditures, request timely replenishment;

  • Oversee the Process payments (invoices, personnel salaries/stipends/fees, etc.) in a timely manner and ensure the lowest feasible charges;

  • Train other staff members, as requested or deemed necessary, on use of internet banking software, and in-house software for processing of payments.

  • Act as internal certifying officer and ITPO Bank account co-signatory.

 

ASSISTANCE AND SUPPORT TO WORK OF HEAD OF ITPO

  • Make recommendations on the improvement of the administration and financial management of the office;

  • Screen incoming requests and prepare the appropriate actions for supervisor’s signature on non-technical aspects; provide relevant background/project information, whenever necessary to supervisor(s);  keep track of pending matters; ensure deadlines are met;

  • Drafting correspondence to be sent to the Donor and Headquarters;

  • Accompany the Director on duty travel to Headquarters and elsewhere, as deemed necessary;

  • Provide advice, solutions and answers to inquiries related to the specialized services of the work team/office/HQ, as and when received from clients;

  • Perform duties as member of the Security Cell under the guidance of FAO;

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

  • Support the organization and administration of meetings, workshops and events, also through the provision of IT support and equipment

  • Carry out ad-hoc assignments and research activities, as required;

  • Perform any other related duties as assigned.

 

INFORMATION AND COMMUNICATION TECHNOLOGY

  • Perform hardware and software installation, perform setup and maintenance duties authorized by UNIDO ICT policy, to ensure optimum performance of ICT system at all times; including setting up the entire ICT infrastructure (WAN, LAN and telephone switchboard) of the Office and ensuring its operational working at all times. Troubleshoot hardware and software issues in a prompt manner; maintain a log of issues and their resolution;

  • Perform and maintain suitable data backup and data protection system ensuring appropriate levels of information security and resilience of the ICT Systems as required by UNIDO policy;

  • Provide procurement of IT equipment, software and services, following standard processes;

  • Maintain an accurate inventory list of computer equipment software and office property as well as maintaining stocks of IT consumables. Ensure availability of IT supplies and appropriate maintenance of IT equipment;

  • Act as a focal point with UNIDO HQs ICT unit;

  • Accurately and securely maintain and manage stable and reliable database architectures to store, organize and manage Office’s working data and information.

  • Create management methods and systems to access efficiently to information stored in databases, including analysis report. Provide data management support to users.

  • Maintain and improve the databases of companies and technology suppliers interested to invest in developing countries as well as of institutions and associations, and of investment project profiles in selected sectors to prepare a portfolio of investment promotion opportunities to be presented to local and international investors/business partners;

  • Configure and manage, when required, the matchmaking web-applications in order to carry out B2B/B2G meetings sessions;

  • Provide technical documentation and IT support to users, ensuring that UNIDO ICT policy is applied;

  • Design, code and modify unido.it website, from graphic layout to functions, according to Office’s specifications and programs/projects in which the Office is involved. Gather and refine specifications and requirements based on technical needs. Design the graphics for published, printed and electronic media, such as brochures, reports, slides, logos, illustrations video clips, presenting information in accessible and outstanding way;

  • Integrate data from unido.it databases, in order to promote office’s mandate and activities, as well as investment opportunities;

  • Create and maintain software documentation. Manage and monitor analytic data report through specific external tools (ex. Google Analytics) in order to perform improvements to the website;

  • Perform any other duties as it may be required.        

 

OFFICE VISIBILITY

  • Oversees and provide advice to the communication team in preparing promotional materials, press releases, success stories and/or information about UNIDO ITPO Italy activities disseminated mainly through unido.it website, e-newsletters and e-mails

  • Oversees and provide advice to the communication team in posting material and managing ITPO Italy’s social network accounts

  • Spread promotional materials and success stories and/or information about UNIDO ITPO Italy activities mainly through unido.it e-newsletters and e-mails

  • Design the graphics for published, printed and electronic media, such as brochures, reports, slides, illustrations video clips, presenting information in accessible and outstanding way, following the UNIDO Design Manual

 

PERSONNEL

  • Calculate and Oversees the payment of salaries and related allowances of General Service Staff, national experts and consultants;

  • Provide training and guidance to other ITPO staff members to ensure full compliance with rules and regulations;

  • Monitor time and attendance;

  • Provide guidance to all staff on general office practices and procedures; ensure that all ITPO staff members follow and apply the UNIDO ICT policy

  • Monitor entitlements to leave and compensatory time off;

  • Being knowledgeable in the overall service and proficient in all aspects of the work, provide supervision, advice and coordination of the work planning and implementation, within the immediate work unit and direct team;

  • Training and coordination of teams of ICT figures  on several and different tasks, assigning individual responsibilities to each member; work with the technical team to brainstorm innovative ideas

  • Prepare, process and forward to UNIDO HQ forms, documents and correspondence related to the administration of GS Staff, national experts and consultants like appointments, extensions, separations, changes of status, entitlement to allowances, increments, promotions, Pension Fund;

 

PROCUREMENT

  • Prepare final administrative steps of procurement: ensure that work prepared by other staff under supervision is done according to procedures;

  • Supervise using SAP, initiated and follow up actions related to purchase of equipment, training and study tours, and deal with all related inquiries;

  • Bring cases of concern or without precedent to the attention of the Head.

 

 

Decides:

  • on the most appropriate course of action regarding the above duties;

  • that all personnel/financial/IT actions, approved by the Head of ITPO, are in compliance with UNIDO rules and regulations.

  • on own work priorities and schedule.

 

Recommends:

  • strategies for streamlining, simplifying and harmonizing administrative procedures.

  • actions to be taken in relation to the organization and servicing of meetings, including time schedules, agenda, documentation, etc.

  • makes recommendations on the course of action regarding IT, budgetary and personnel-related issues.

 

MINIMUM REQUIREMENTS AND DESIRABLE CRITERIA

 

Education: Completed higher secondary education, high school diploma or equivalent is required.

 

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 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 in office procedures and practices, preferably within the UN system or in a multicultural environment, is required.

  • Knowledge of UNIDO rules and regulations is an asset.

  • Knowledge of the use of various office equipment is required. In-depth knowledge and use of various computer software, such as Microsoft Office, ERP system, IT and Graphic software, programming and scripting languages etc. is required.

 

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

 

 

CORE VALUES AND KEY 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.

 

Female candidates are encouraged to apply.

 

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

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.

 

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 web site 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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