Title:  Legal Assistant

​Requisition ID: 3004 
Grade: G4 
Country: Austria 
Duty Station: Vienna 
Category: General Service/Admin. Support 
Type of Job Posting: Internal and External
Employment Type: Staff-Full-time
Appointment Type: Fixed Term - 100 series
Minimum Annual Salary: 50,032 EUR 
Application Deadline: 16-May-2025, 11:59 PM (CEST)  

Vacancy Announcement
This post is for local recruitment only.
Female candidates are encouraged to apply.

Reopening of vacancy announcement - candidates who already applied do not need to resubmit their application.

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.

At the G4 level the incumbent is expected to perform general as well as targeted processes focusing on basic service delivery and support services within the organizational environment and team.  His/Her interventions result in the focused 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 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.

FUNCTIONAL RESPONSIBILITIES

The incumbent occupies one of the two General Service posts assigned to the Office of Legal Affairs.  Under the supervision of the Legal Adviser and Director, Office of Legal Affairs and in coordination with the senior research assistant and in close compliance with the Standard Operating Procedures in LEG, the Legal Assistant provides clerical and general administrative support and is responsible for the following key functions:

• Receive and record (both hard copy and electronic) all incoming and outgoing correspondence and mail after they are seen by the Legal Adviser or the OIC of LEG, keep track of pending matters, flagging deadlines and bringing urgent and important items to the attention of the supervisor and other members of LEG;
• Respond to moderately complex 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;
• Maintain the supervisor’s daily schedule of appointments; assist in organizing the logistics for meetings; prepare in a timely manner the necessary background documents and agendas; liaise with counterparts on attendance; assist in the preparation of presentation material; book meeting rooms and take notes at meetings, if required;
• Using SAP, when required, make arrangements for travel, prepare travel authorizations, home leave, ensuring that visas, security clearances, vaccination certificates, Laissez-Passer etc. are valid and in order.  Assist in completing back-to-office mission reports and claim forms;
• Perform general administrative tasks such as ordering office supplies, liaising with Administrative Assistant in connection with administrative matters such as time, leave, attendance records, contract extension, performance appraisals, 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;
• In close coordination with the Legal Adviser or the OIC of LEG and the senior research assistant, maintain an up-to-date filing system (both hard copy and electronic) and efficiently organize and operate the Legal Office file management system with highly specialized subjects relating to legal issues of the Organization;
• Liaises with the Austrian Foreign Ministry and the Human Resources Services on matters relating to privileges and immunities of UNIDO personnel.  Informally translates notes verbale from German into English.  Corresponds with staff members regarding traffic violation and other claims against them;
• Coordinate her work and leave closely with the Senior Research Assistant and replace the latter during periods of leave to ensure that the professional staff members have secretariat support at all times;
• Perform any other related duties as assigned.

MINIMUM ORGANIZATIONAL REQUIREMENTS

Education: Completed higher secondary education (high school diploma or equivalent), is required.  Legal and 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 relevant field.

Technical and Functional Experience:

A minimum of six (6) years of experience in the related fields of the post, is required.

Experience using Microsoft Office (Outlook, Word, Excel), internet search engines, is required.

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

Experience with SAP or similar ERP software is desirable.

Languages: Fluency in written and spoken English is required. Fluency and/or working knowledge of German and French 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.

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