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Title:  Office Assistant

​Requisition ID: 7132 
Grade: G5 
Country: Austria 
Duty Station: Vienna 
Category: General Service/Admin. Support 
Type of Job Posting: External Private Posting
Employment Type: NonStaff - Regular 
Application deadline: 15-Mar-2026  

 

Vacancy Announcement
TEMPORARY APPOINTMENT OF PROJECT PERSONNEL
Only nationals or permanent residents of the country of the duty station are considered eligible. 
 

 

ORGANIZATIONAL CONTEXT

 

The United Nations Industrial Development Organization (UNIDO) is the specialized agency of the United Nations that promotes industrial development for poverty and hunger reduction, inclusive and fair globalization and environmental sustainability.  The mission UNIDO, as described in the Lima Declaration adopted at the fifteenth session of the UNIDO General Conference in 2013, the Abu Dhabi Declaration adopted at the eighteenth session of UNIDO General Conference in 2019 as well as the Riyadh Declaration adopted at the twenty-first session of UNIDO General Conference in 2025, is to promote and accelerate inclusive and sustainable industrial development in Member States. The relevance of this mission 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 inclusive and sustainable industrial development, however, applies to all SDGs.

 

The medium-term programme framework (MTPF) 2026 - 2029 is UNIDO’s core strategic document and it is in line with UNIDO’s Vision 2050. It sets a renewed vision to support Member States and shape their industries for development. The priorities include fair and sustainable global and regional supply chains, ending hunger through innovation and local value addition, renewable and clean energy, sustainable energy access and climate action. Cross-cutting priorities focus on industrial and economic policy advice, skills development, fostering digitalization and artificial intelligence, gender equality and the empowerment of women, supporting youth, promoting cleaner production and circular economy, and leveraging private sector investment and development finance.

 

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-related activities; and (iv) convening and fostering partnerships for knowledge and technology transfer, investment mobilization, networking and industrial cooperation. Such core functions are carried out in Divisions/Offices in its Headquarters, Sub-regional Offices and Country Offices. 

 

The Directorate of Corporate Services and Operations (COR), headed by a Managing Director, is responsible and accountable for the management of UNIDO’s human, financial and material resources, ensuring the capacity of the Organization to fulfil its mandate. The Directorate oversees a full range of corporate services to meet the support needs of the Organization, acts as a custodian for corporate management policies, and promotes a culture of cooperation, service orientation and corporate excellence throughout the Organization to deliver efficient and effective high-quality work and enable tangible impact on the ground to achieve ISID worldwide.

 

Under the supervision of the Managing Director of the Directorate of Corporate Services and Operations, and in close coordination with other organizational entities within UNIDO, the Division of Financial Resource Management (COR/FIN) enables the Organization to implement its mandate through high quality, accurate, innovative and timely financial services. COR/FIN is responsible for the financial management of UNIDO, supporting and enabling programme delivery across all UNIDO function (TC, normative, policy advisory and convening). The services provided include budgeting, financial control, financial planning, management of both budgetary and extra-budgetary financial resources; cash management and treasury operations; determination, management and reporting of assessed contributions; receipts and disbursements of funds, including payroll operation for Headquarters and Field staff; financial management of technical cooperation services; and accounting and reporting for both budgetary and extrabudgetary activities of the Organization. The Organization chairs the Procurement Committee and the Property Survey Board, improving their procedures and enhancing financial management processes and ERP systems to ensure high-quality, automated, and digital financial services. It also provides vendor master data management support and ensures appropriate internal controls in financial management, which includes full compliance with Anti-Fraud and Anti-Corruption policies and identifying, mitigating, and monitoring key financial and fiduciary risks. 

 

 

This position is located in the Division of Financial Resource Management (COR/FIN). The incumbent reports to the Director, Financial Resource Management.

 

 

At the G5 level 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 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

 

 

Under the supervision of the Director of Finance, the Office Assistant provides clerical and administrative support and is responsible for the following key functions:

 

  • Screen incoming mail and draft reply for supervisor’s signature on non-technical aspects; provide relevant background whenever necessary to supervisor(s); keeps track of pending matters, follow up with other offices on deadlines.

 

  • Screen phone calls and visitors. Respond to complex information requests and inquiries as necessary, as well as to refer queries to appropriate personnel for handling.

 

  • Draft routine and non-routine correspondence (both on administrative and/or Finance-related matters); 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.

 

  • Assist in the preparation of papers and presentations by extracting/summarizing statistics; undertake computer based searches, compile background information.

 

  • Using SAP, initiate and follow up on actions related to recruitment of staff, experts, training and study tours, purchase of equipment, payments, travel authorizations requests/claims and deal with all related inquiries.

 

  • Perform all administrative tasks such as arrangements for meetings and other events, reservations, budget follow-up, research for information and reference material. Prepare requests/documents, e.g. requisitions, purchase orders, travel requests/authorizations, expenditure authorizations, visa applications, etc.

 

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

 

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

 

  • Perform any other related duties as assigned.

 

 

 

 

MINIMUM REQUIREMENTS AND DESIRABLE CRITERIA

 

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 five (5) years of working experience in providing support to managerial/professional staff and using administrative skills is required.
  • Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, 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, 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.


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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