Title:  Administrative Assistant

​Requisition ID: 5561 
Grade: G5 (SB-3) 
Country: Sudan 
Duty Station: SUD - Other cities 
Category: Local Support Personnel 
Type of Job Posting: Internal and External
Employment Type: NonStaff-Regular
Application deadline: 30-Apr-2025, 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.
 

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.

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 Agribusiness and Infrastructure Development (IET/AGR) supports Member States in their efforts to pave the way to sustainable rural development and a structurally transformed and modernized agribusiness sector. Capitalizing on the experience gained by UNIDO in this field over decades and on tried-and-tested and to-be-developed service modules, the Division will explore innovative approaches to maximize the potential that exists in agribusiness development, addressing emerging global trends, in particular food security, poverty alleviation and climate change. It will explore new ways to contribute to global efforts to reduce hunger, accelerate food systems transition, and generate income and employment, especially among women and youth.

The Division provides technical cooperation services to assist the modernization of agriculture and agro-industry, especially in less-developed countries, ensuring that enterprises add value to primary agricultural production, substitute the imports of food and other value-added agricultural products, and participate effectively in local, regional and global value chains. Where needed, it will develop infrastructure and agro-industrial parks and capacities for agro-industrialization, value addition, quality assurance and food safety. It will also bring innovative approaches to Member States to fully benefit from carbon-neutral and biodiversity-enhancing agricultural and agro-industrial production and development opportunities in the green and blue bio economy.

The Food Security and Food Systems Unit (IET/AGR/FSS) promotes the development of food industries and food value chains and the production of local food products in less-developed countries to end hunger and ensure food and nutrition security while generating income and employment adhering to principles of sustainable industrial development. It provides a range of technical assistance services that allow food enterprises – including in the informal sector and especially SMEs – to extend their production, improve their products, comply with quality and other standards, become more competitive and deliver adequate and nutritious food to local populations and for export. Where opportune, it also promotes the development of food safety compliance infrastructure and building related food safety systems capacities.

PROJECT CONTEXT/Overview/UNIDO Project Summary/Project Purpose>

Funded by the Government of Japan, the project for Co-creating agri-tech ecosystem resilience for women, peace and security in Sudan (CATER Sudan) aims to deliver Japanese technology solutions through community-based model to enhance agricultural productivity and food security for smallholder farming communities in eastern Sudan.

Led by the cooperatives, UNIDO’s CATER-Sudan project will establish a community-based model will enable women smallholders and processors to access agro-ecological technologies for strengthening food security by prioritizing easy deployment of low-cost solutions for productivity and food loss reduction. The proposed model will:

• improve self-sufficiency of agricultural cooperatives to supply key organic agricultural inputs and integrate water-saving technologies in local agricultural communities.
• provide diverse income generation opportunities through value addition e.g. processing, product diversification, and storage solutions.

The model will actively encourage cooperatives to increase women participation in rural agricultural landscape to enhance food security and improve socio-economic gains for smallholders. The business model for community-based Agri-Tech solutions will be co-created with the local cooperatives to ensure ownership. The utilization of agro-ecological technologies will also enable scaling up of organic best practices among smallholder communities, paving way for future opportunities for improving food safety outcomes across the local agri-food landscape.

The capacity building and technical training components of the project will be developed and rolled out in collaboration with JICA’s SHEP approach and UNIDO’s ongoing projects in Sudan. The project will work closely with the JICA Sudan to identify existing target agricultural communities and cooperatives to pilot the community-based model for agri-technology solutions, keeping in mind the 1-year time duration of the project.

The project outputs have been defined as follows:

• Output 1: Developing community-based model for agri-tech solutions
• Output 2: Operationalizing provision of community-based agri-tech solutions for improved agricultural productivity and value addition

FUNCTIONAL RESPONSIBILITIES

Under the supervision of the Project Manager and in close cooperation with the project team in the HQ and field location, the Project/Administrative Assistant provides administrative support and is responsible for the following key functions:

• Perform general administrative and logistical tasks such as arrangements for meetings, events, trainings and workshops.
• Monitor disbursements, commitments and budget allocations and availability for the projects.
• Keep track of project budget expenditures; follow-up on status of contracts for the local project team, provide information on the project, draw the supervisor’s attention to problems encountered.
• Interpret or consult to clarify the application of new financial and procurement rules and procedures, TC guidelines and other instructions.
• Provide logistical support to international consultants, national consultants, and visiting UNIDO staff members and in organizing meetings, study tours and workshops at the field level and travel requests and expense reports when required
• Prepare/compile relevant documents and when applicable using SAP, initiate and follow up on actions related to trainings and study tours, purchase of equipment/goods and services, travel requests/claims, recruitment, visa applications, and deal with all related inquiries in coordination with the project team at HQ.
• Assist with the preparation of the work and budget planning for the project.
• Assist in maintaining effective communication, coordination and working relations with the relevant counterparts, beneficiaries and stakeholders.
• Assist with the preparation for the Steering Committee meetings, including providing support in drafting papers, statistics, reports and presentations by extracting/summarizing statistics; undertake computer based searches, compile background information.
• Maintain project equipment inventories (both paper and electronic asset management) and ensure appropriate use.
• Assist with on boarding of new project personnel.
• Assist in drafting regular and/or ad-hoc reports on project activities.
• Carry out ad-hoc assignments and research activities, as required.
• Maintain files (both paper and electronic) and databases related to work.

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.

MINIMUM ORGANIZATIONAL REQUIREMENTS

Education

Completed higher secondary education (high school diploma or equivalent), is required. Formal administrative/secretarial/clerical training or equivalent, is desirable.

Technical and Functional Experience

• A minimum of eight (8) years of work experience in the related fields of the post, 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 administrative skills to assist in the execution of project development and implementation of work, is desirable.
• Experience and proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.
• Experience with SAP or similar ERP software 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.

Languages

Fluency in written and spoken English and Arabic is required.

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