Administrative Assistant

Post Level: G6


Vacancy Announcement

VACANCY  ANNOUNCEMENT

EXTERNAL

This post is for local recruitment only.

VA2022_GS_EXT_001

United States

06 January 2022

Fixed Term (100 series)

Staff-Full-time

26 January 2022


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 in the next decade. 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 External Relations and Policy Research (EPR), headed by the Managing Director and Deputy to the Director General provides guidance on the Organization’s external relations and advocacy with its Member States and other stakeholders and partners in the United Nations system, the broader development community, civil society and academia. In addition, the Directorate oversees the Organization’s policy research and statistics activities and the Organization’s normative contribution to Member States and global development community in achieving the SDGs.

This position is located in the UNIDO Liaison Office in New York (EPR/NYO). The main responsibility of the office is to ensure the effective promotion and representation of UNIDO at United Nations Headquarters in New York. As such, it maintains close contacts and communication with Permanent Missions of Member States; raises awareness of and support for UNIDO’s programmes and activities; represents UNIDO in meetings of intergovernmental and inter-agency bodies; promotes partnerships and cooperation with United Nations system organizations, civil society and the private sector; and reports on major trends and developments of strategic importance for the work of the Organization.

At the G6 level the incumbent is expected to perform highly independent and specialized processes focusing on specialized service delivery and support services within the organizational environment and team. His/Her interventions result in process integrity.

The UNIDO Performance Management System reinforces collaboration within one’s team as well as among cross-functional teams. The incumbent will collaborate with colleagues within as well as outside the Department and as applicable with UNIDO colleagues worldwide, and backup team members as needed.

Duty station: New York, United States of America

Main Functions



Under the supervision of the First Reporting Officer, the Administrative Assistant is responsible for all administrative support, including administration tasks as related to possible technical cooperation programmes and projects. The incumbent will perform the following key functions:

1. Management of office operations

- Monitors and takes steps to ensure the proper functioning, maintenance, and repairs of office facilities, including furniture, fixtures, computers, video-conferencing, and telecommunications equipment, by liaising with UN buildings management, UN telecommunications unit, and UN computer section, as well as external providers of utilities, telecommunications, and other support services.
- Administers the day-to-day monitoring, supervision, and functioning of all non-personnel contracts of the office. This includes drafting/initial review of all contracts prior to presentation to the UNIDO representative; use of standard procurement policies and procedures in selection of contractors and in purchasing; monitoring contractors performance against contract conditions; auditing of contractors' invoices against goods and services delivered.
- Acts as Certifying Officer for financial authorizations and as signatory on checks for UNIDO’s bank account, and maintains the New York office's accounting system and records, i.e., prepares all payment request forms and all monthly and other relevant reports on account reconciliation, expenditures and balances.
- Prepares and maintains budget accounts, i.e., drafts budget proposal, updates the budget allotments and expenditures records, monitors the budgets to ensure current and reliable information and that requests for additional funding are made in time. Co-ordinates with UNIDO headquarters staff on issues related to budgeting, accounting, and finance.
- Oversees the administration of the local Human Resources activities, including publicizing temporary job vacancies, preparation of draft job descriptions, participating in the selection/hiring of temporary assistance staff, and day-to-day supervision of the temporary personnel.
- Advises on personnel policies and procedures as well as appropriate forms and handling necessary procedures required for staff assignment, transfer, and separation; maintains up-to-date personnel files and records.

2. Administrative office support

- Arranges appointments and maintains supervisor's calendar, receives visitors, places and screens telephone calls and answers queries with discretion.
- Receives, screens, logs and routes correspondence, including the one received through the office’s official email account, attaches necessary background information and maintains a follow-up system, including regular monitoring of follow-up action.
- Responds to routine correspondence; proof-reads documents and edits texts for accuracy, grammar, punctuation and style and for adherence to established formatting standards; drafts correspondence for supervisor's signature, provides background files and information and draws the supervisor's attention to urgent and important subjects/issues; clears correspondence for conformity with established procedures and accuracy of statements before being signed by supervisor.
- Maintains an up-to-date filing system (both paper and electronic) and databases related to work, including policy, confidential and general files.
- Makes travel arrangements for the supervisor for business and entitlement travel, including visa applications and expense reports.
- Provides guidance to other temporary clerical and secretarial staff.

3. Liaison and special projects

- Makes organizational arrangements in close liaison with UNIDO HQs, relevant United Nations Secretariat staff, other UN agencies and partners, including Permanent Missions of Member States.
- Prepares concepts for, and handles the implementation of, the logistical arrangements for major UNIDO events such as 'African Industrialization Day' and launches of the Industrial Development Report, as well as side events during the High-level Week and Second Committee meetings of the General Assembly and related summits, ECOSOC bodies and segments, and others, including those co-organized with partners.
- Selects and makes pertinent abstracts and undertakes searches for information.
- Performs other duties, as required.

Core Competencies


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.
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 Requirements



Education

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


Languages


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


Field of Expertise

• A minimum of ten (10) years of working experience in office administration is required.
• Experience in office procedures and practices, preferably within the UN system or in a multicultural environment is required.
• Experience in providing support to senior managerial/professional staff and using administrative skills to assist in the execution of project and programme development and implementation of work, 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.

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 field relevant to the post.

Eligible internal UNIDO applicants are required to have served at least one year in their current post if applying for a higher-level position.

Female candidates are encouraged to apply

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 dependants, under the procedures established by the Director General.


NOTE: The Director General retains the discretion to make an appointment to this post at a lower level.

Administrative Assistant

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