Date:  Programme Assistant

​Requisition ID: 5011 
Grade: G5 
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
Indicative Minimum Net Annual Salary: 56,137 EUR 
Application Deadline: 7-Jan-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 position is located in the Office of the Managing Director, for the administration of UNIDO’s Liaison Offices. Under the overall guidance of the Managing Director GLO, the Liaison Offices in Brussels (GLO/BRO), Geneva (GLO/GVO) and New York (GLO/NYO) ensure the effective promotion and representation of UNIDO at the United Nations in New York and Geneva and the European Commission in Brussels. In collaboration with the Division of Strategic Engagement and Coordination (SPP/SEC), they maintain close contact and communication with Permanent Missions of Member States to the United Nations at their respective locations; raise awareness of and support for UNIDO's programmes and activities; represent UNIDO in meetings of intergovernmental and inter-agency bodies; promote partnerships and cooperation with the organizations of the United Nations system, civil society and the private sector; and in the case of the Brussels Office, enhance cooperation with the European Union. They report back to the Office of the Managing Director GLO (GLO/OMD) and other entities on partnership and funding opportunities and major trends and developments.

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 First Reporting Officer, and in coordination with administrative personnel of the Liaison Offices where necessary, the Programme Assistant provides support in the central administration of UNIDO’s Liaison Offices and provides clerical and administrative support in this regard to the Office of the Managing Director. The incumbent is responsible for the following key functions:

• Initiate key tasks related to the administration of the UNIDO Liaison Offices (e.g.: budget revisions, obligation reviews, re- phasing, extension or completion of projects, issuance of new project allotment documents/due sub-allotments, allocations, reporting and monitoring related exercises, or related administrative functions). Interpret or consult to clarify the application of financial procedures and rules, UNIDO Administrative Instructions, policies and Regulations and Rules, TC guidelines and other instructions.

• Keep track of 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 from the SAP modules which have been designed to support results-based management.

• 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.

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

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

• Draft routine and non-routine correspondence; 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 briefing notes, papers and presentations by extracting/summarizing statistics; undertake computer based searches, compile background information to assist in project identification and formulation.

• Perform administrative tasks, as applicable, such as arrangements for meetings and other events – including with due consideration to protocol requirements, 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 areas of work.

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

• Perform any other related duties as assigned by the Office of the Managing Director.

MINIMUM REQUIREMENTS AND DESIRABLE CRITERIA

Education:

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

Technical and Functional Experience:

• A minimum of eight (8) 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.
• Experience/proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.
• Experience with SAP or similar enterprise resource planning software is required.

Credit towards total working experience may be considered on a year by-year- basis, up to a 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.

Languages:

Fluency in written and spoken English is required.  Fluency and/or working knowledge of French is required. Fluency and/or working knowledge of another United Nations 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.

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