Requisition ID: 5989
Grade: G4 (SB-2)
Country: Austria
Duty Station: Vienna
Category: Local Support Personnel
Type of Job Posting: Internal and External
Employment Type: NonStaff-Regular
Application deadline: 18-Aug-2025, 11:59 PM (Vienna, Austria time)
Vacancy Announcement
TEMPORARY APPOINTMENT OF PROJECT PERSONNEL
Only nationals or permanent residents of the country of the duty station are considered eligible.
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 under the Division of Regional Bureaus and Field Coordination (GLO/RFO). Under the supervision of the Managing Director of the Directorate of Global Partnerships and External Relations (GLO), GLO/RFO coordinates the field representation and interventions of UNIDO in Member States and regions. Within this context, the Division is responsible for determining programmatic priorities for UNIDO's services and ensuring that UNIDO responds to the specific needs and requirements of Member States and development partners at the country and regional levels. It facilitates the development of regional strategies and country programming, including Programmes for Country Partnerships – PCPs, and monitors their implementation, in close collaboration with SPP/SSC. The Division encompasses all the UNIDO field offices and the five Regional Bureaus: Africa (GLO/RFO/AFR), also hosting the IDDA III Secretariat; the Arab Region (GLO/RFO/ARB); Asia and the Pacific (GLO/RFO/ASP); Europe and Central Asia (GLO/RFO/EUR); and Latin American and the Caribbean (GLO/RFO/LAC).
GLO/RFO provides strategic guidance on the set-up, operation and performance of the field structure with a view to further optimize UNIDO's field operations, outreach to development partners and Member States, global networks and overall coherence of its service delivery in the context of the reform of the United Nations development system (UNDS) and related reform efforts. The Division also contributes to the development of regional strategies and country programmes, ensuring alignment with key strategic documents of the Organization and the priorities of the Director General, as well as related results-oriented implementation plans.
FUNCTIONAL RESPONSIBILITIES
Under the supervision of the Director, the Project Assistant provides support in the development and administration of programmes as well as secretarial and administrative support and is responsible for the following key functions:
Screen incoming mail and draft replies for supervisor’s signature on non-technical aspects; provide relevant background/project information whenever necessary to supervisor(s); keep track of pending matters, follow up with other offices on deadlines; Respond to moderately complex information requests and inquiries as necessary, as well as to refer queries to appropriate personnel for handling; Draft routine correspondence (related to country programming administrative 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 or monitor exercises related to the implementation of the field reform exercise as well as of UN reform operational elements (especially under the Efficiency Agenda and activities under the Business Innovation Group) and 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. Consult to clarify the application of new financial procedures, TC guidelines and other instructions. Keep track of project budget expenditures. Retrieve information on TC projects from the SAP module that has been designed to support results-based management. Provide information on the project, draw the supervisor’s attention to problems encountered; Using SAP, initiate and follow up on actions related to recruitment of experts, training and study tours, purchase equipment, travel authorizations requests/claims and deal with all related inquiries; Perform general administrative tasks, especially in the activities related to country programming, like 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 files (both paper and electronic) and databases related to GLO/RFO key areas of work; specifically on country programming key strategic documentation and suggest areas of improvement with regards to archiving exercises. Assist in the monitoring and reporting function of the unit, especially in the areas of country programming and UN reform. Assist in exercises related to learning and capacity building as well as enhancing visibility, promotion related to field and country programming matters, both at the field level and HQ. Perform any other related duties as assigned.
MINIMUM ORGANIZATIONAL REQUIREMENTS
Education
Completed higher secondary education (high school diploma or equivalent), is required. Formal administrative/secretarial/clerical training or equivalent, is desirable.
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 relevant field.
Technical and Functional Experience
A minimum of six (6) years of working experience in the related fields of the post, is required. Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is required. 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, is desirable. Experience and 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.
REQUIRED 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