Office Assistant - (G5) PTC_PPF_ARB_TUN
Post Level: G5
This post is for local recruitment only.
22 November 2019
Fixed Term (100 series)
19 December 2019
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, 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 fifteen years. UNIDOs 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 Organizations 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 UNIDOs 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 Programme Development and Technical Cooperation (PTC) is responsible and accountable for providing technical cooperation services to enhance the capabilities of developing countries and economies in transition to promote ISID in the areas covered by five departments: Department of Programmes, Partnerships and Field Integration; Department of Agri-Business; Department of Trade, Investment and Innovation; Department of Environment; and Department of Energy.
This position is located in the Department of Programmes, Partnerships and Field Integration within the Directorate of Programme Development and Technical Cooperation (PTC) and based in the UNIDO Country Office in Tunisia.
The Country Office in Tunisia covers the UNIDO Programmes in Tunisia and is responsible for representing UNIDO in the host country and where applicable, other countries of coverage, to promote the Organization as an effective partner for development, and to maintain close contacts with local stakeholders at the country level as appropriate, including government institutions and international entities.
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.
Under the supervision of the UNIDO Country Representative (UCR), the Office Assistant provides support in the development and administration of technical cooperation programmes and projects as well as clerical and administrative support and is responsible for the following key functions:
- Screen incoming mail and draft reply for supervisors signature on non-technical aspects; provide relevant background/project information 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 TC-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 to assist in project identification and formulation.
- Initiate exercises related to the implementation of TC projects (e.g.: budget revisions, obligation reviews, re- phasing, extension or completion of projects, issuance of new project allotment documents/due sub-allotments, TC allocations and monitoring related exercises, or other administrative functions as per the specific specialization of the job family). Interpret or consult to clarify the application of new financial procedures and rules, UNIDO Administrative Instructions, policies and Regulations and Rules, TC guidelines and other instructions. Keep track of project budget expenditures; recommend and initiate budget revisions; complete justification for budget revisions; provide information and draw the supervisors attention to problems encountered. Retrieve substantive information on administrative matters and/or TC projects 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.
- 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.
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.
Completed higher secondary education. High school diploma or equivalent is required. Formal secretarial/clerical training or equivalent is desirable.
Fluent in French and English required.
Working knowledge of other official language(s) of the Unites Nations, an asset.
Field of Expertise
A minimum of eight years of working experience in the related fields of the post.
Thorough understanding of office procedures and practices, preferably within the UN system or in a multicultural environment.
Experience in project administration and providing support to managerial/professional staff and using administrative skills to assist in the execution of project development and implementation of work. Proficient use of Microsoft Office (Outlook, Word, Excel and PowerPoint), internet.
Experience with SAP or similar ERP software is an asset.
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.
NOTE: Eligible internal UNIDO applicants are required to have served at least one year in his or her current post. However, the seniority-in-grade requirements for applying for higher level positions, as per paragraphs 18 and 78 of the HRMF, have been waived.
In the cases of internal applicants, comparable qualifications and experience in UNIDO may be considered to take into account the potential of candidates