Project Assistant

Post Level: G5


Vacancy Announcement

VACANCY  ANNOUNCEMENT

EXTERNAL

This post is for local recruitment only.

VA2020_GS_EXT_086

Austria

23 July 2020

Fixed Term (100 series)

Staff-Full-time

13 August 2020


Organizational Context


THE APPOINTMENT IS LIMITED TO THE SPECIFIED PROJECT(S) ONLY AND DOES NOT CARRY ANY EXPECTATION OF RENEWAL.

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. 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.


This position is located in the Office of the Managing Director (OMD) in the Directorate of Digitalization, Technology and Agri-Business (DTA) of UNIDO. DTA coordinates and mainstreams the Fourth Industrial Revolution (4IR) in its technical cooperation, strategic, normative activities aiming at fostering the inclusive and sustainable development in the era of 4IR. The Directorate creates new and innovative technical cooperation deliverables in the areas of trade, investment, technology innovation and agro-industry and agri-business. The Directorate comprises the Department of Digitalization, Technology and Innovation (DTI) and the Department of Agri-Business (AGR).

At the G5 level the incumbent is expected to perform independent and specialised processes focusing on consistent service delivery and support services within the organisational environment and team. His/her interventions result in process consistency.


PROGRAMME CONTEXT

The Global Quality and Standards Programme (GQSP) (SAP ID 170032) aims to strengthen the quality and standards compliance capacity for selected Swiss State Secretariat for Economic Affairs (SECO) priority countries (Colombia, Egypt, Georgia, Ghana, Indonesia, Kyrgyzstan, Peru, South Africa, Tajikistan, Tunisia, Ukraine, and Vietnam) to facilitate market access for SME by working in emblematic sectors per country. The programme will pursue three outcomes, thus responding to the main compliance challenges identified for developing countries:

Outcome 1: Technical competence and sustainability of the National Quality Infrastructure System is enhanced. Institutional strengthening of key institutions and relevant public-private support institutions through capacity building, use of best practices, skills development, and implementation of management systems to ensure quality and international recognition of their services.

Outcome 2: SME compliance with international standards and technical regulations is enhanced. Improving of compliance capacity through specialized training, capacity building and preparation for certification, strengthening of cluster networks and quality consortia as well as relevant support institutions.

Outcome 3: Awareness for quality is enhanced. Advocacy, up-scaling of knowledge dissemination, advice for informed policy decisions on standards compliance and support for policy development.

The main counterparts are National Quality Infrastructure Institutions, Conformity Assessment service providers, Small and Medium-Size Enterprises (SMEs) as well as Trade/sector associations. Other counterparts include Ministries of Industry and Commerce, Ministries of Agriculture and other actors along the sectors.
The programme duration is 5.0 years (including 6 months inception phase) with a budget of CHF 17.35 Mio under funding by SECO, Switzerland.

The Programme is governed by a GQSP Steering Committee (GSQP-SC) comprising UNIDO and SECO which will meet at least twice a year, once in Bern or Vienna and once virtually. The GQSP-SC’s main role will be to provide strategic guidance and monitoring of progress towards established objectives and outcomes set out in the programme. The Programme management and coordination is led by the Directorate of Digitalization, Technology and Agri-Business (DTA) at UNIDO Headquarters and country level implementation will be conducted by DTA/DTI Project Managers in close coordination with SECO Project Managers. Country level interventions will be monitored by a country SC consisting of UNIDO, SECO, partners at country level and UNIDO Project Management Unit (PMU) in its function as secretariat. The PMU is led by a Chief Technical Advisor and comprises technical specialists and support staff.

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 Department. Within the formal teams, the incumbent may be expected to backup other team members as required.

Main Functions


Under the direct supervision of the Programme Manager, DTA/OMD, and in close coordination with other Project Managers involved in the implementation of the programme, the Project Assistant will provide 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 supervisor’s 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 supervisor’s 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 administrative tasks such as arrangements for meetings and other events, reservations, 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.

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 secondary education is required.


Languages

Fluency in written and oral English is required. Fluency or working knowledge of Russian or of another UN language would be desirable.


Field of Expertise

A minimum of eight (8) years of relevant working experience is required, preferably within the UN system or in a multicultural environment, including experience in project administration, accounting and finance, providing support to managerial/professional staff and using secretarial/administrative skills to assist in the execution of project development and implementation of work.
Proficiency in Microsoft Office (Outlook, Word, Excel and PowerPoint) and internet-based search engines is required. Experience with SAP or similar ERP software is desirable.

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.

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.

Project Assistant

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