Project Assistant

​Requisition ID: 3703 
Grade: SB2 - Local support 
Country: Austria 
Duty Station: Vienna 
Category: Local Support Personnel 
Type of Job Posting: 
Employment Type: NonStaff-Regular
Contract Duration: 6 months
Application deadline: 24-Apr-24, 11:59 PM (CEST)  

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 Departments/Offices in its Headquarters, Regional Offices and Hubs and Country Offices.

The Directorate of Technical Cooperation and Sustainable Industrial Development (TCS) under the overall direction of the Director General, and in close collaboration with all relevant organizational entities within UNIDO, headed by a Managing Director, oversees the Organization's development of capacities for industrial development as well as industrial policy advice, statistics and research activities and the Organization's normative contribution to Member States and global development community in achieving the SDGs. The Directorate also ensures the application of strategies and interventions for sustainable industrial development related to Environment, Energy, SMEs, Competitiveness and Job creation, as well as Digitalization and Artificial Intelligence.

The Directorate houses the technical Divisions of Capacity Development, Industrial Policy Advice and Statistics (TCS/CPS); Circular Economy and Environmental Protection (TCS/CEP); Decarbonization and Sustainable Energy (TCS/DSE); SMEs, Competitiveness and Job Creation (TCS/SME); and Digital Transformation and AI Strategies (TCS/DAS) and the Montreal Protocol Division (TCS/MPD).

This position is located under the Montreal Protocol Division (TCS/MPD) which is responsible for planning, developing and implementing activities in Member States to facilitate compliance with the Montreal Protocol and, in particular, its Kigali Amendment and to support countries to achieve their determined contributions to reduce emissions of greenhouse gases under the Paris Agreement. Making use of the capacity building and policy support, the services of the Unit foster transformation in manufacturing concerning technologies used in refrigeration, air conditioning and insulation with the effect of a reduction and change in working fluids and chemicals and ultimately a reduction of total greenhouse gas emissions.

PROJECT CONTEXT

The Montreal Protocol on Substances that Deplete the Ozone Layer is an international treaty that aims to protect the ozone layer by eliminating the production and consumption of ozone-depleting substances (ODS). Established in 1987 under the Vienna Convention for the Protection of the Ozone Layer, this agreement has been ratified by 197 States (Parties). In 1990, the Parties of the Montreal Protocol established the Multilateral Fund for the Implementation of the Montreal Protocol (MLF) to finance “non- repayable” projects to enable developing countries to meet their commitments under the Protocol.

The incumbent will contribute to the efforts of the Montreal Protocol Division of the Technical Cooperation and Sustainable Industrial Development Department in connection with operational delivery and the design and implementation of innovative solutions. Specially, the incumbent will assist the Montreal Protocol Division with support on Montreal Protocol and Kigali Amendment projects as well as the project funded by GEF, GCF and other potential donors, including

• HCFCs phase-out management plan projects (HPMPs),
• Institutional strengthening projects,
• Kigali Amendment HFCs phase-down management plan projects (KIPs),
• Pilot projects to maintain and/or enhance energy efficiency of replacement technologies and
• equipment in the context of HFC phase-down;
• Maintaining energy efficiency in the refrigeration servicing sector for low-volume-consuming
• countries, Preparation of national inventories of banks of used or unwanted controlled substances, etc.
• Various initiatives under the cold chain and climate change area.

FUNCTIONAL RESPONSIBILITIES

Under the supervision of the Project Manager and in close cooperation with the project team in the HQ and field location, the Project Assistant provides clerical/administrative support to the project implementation and is responsible for the following key functions:

• Perform general administrative tasks such as arrangements for meetings, events, study tours, trainings and workshops.
• Provide logistical support to international consultants, national consultants, and visiting UNIDO staff members and in organizing meetings, study tours and workshops at the field level and travel requests and expense reports when required.
• Monitor disbursements, commitments and budget allocations and availability for the projects.
• Consult to clarify the application of new financial and procurement rules and procedures, TC guidelines and other instructions Collect and compile all data and documents for bi-annual reports, annual reports, service providers’ reports and other reports as required.
•    Keep track of project budget expenditures; follow-up on status of contracts for the local project team, provide information on the project, draw the supervisor’s attention to problems encountered.  
• Maintain project equipment inventories (both paper and electronic asset management) and ensure appropriate use.
• Prepare/compile relevant documents and when applicable using SAP, initiate and follow up on actions related to trainings and study tours, purchase of equipment/goods and services, travel requests/claims, recruitment, visa applications, and deal with all related inquiries in coordination with the project team at HQ. Process all payments through relevant accounts and liaise with project team in the country and UNIDO HQ to clear all payments in a timely manner.
•    Prepare/compile relevant documents and when applicable using SAP, initiate and follow up on actions related to trainings and study tours, purchase of equipment/goods and services, travel requests/claims, recruitment, visa applications, and deal with all related inquiries in coordination with the project team at HQ.
• Assist with on boarding of new project personnel.
• Assist in drafting regular and/or ad-hoc reports on project activities.
• Carry out ad-hoc assignments and research activities, as required.
• Maintain all project related files (both paper and electronic) and databases related to work.

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 higher degree education (including first university degree or equivalent diploma and/or master’s degree), in a relevant field to the post.

Technical and Functional Experience:

• A minimum of six (6) years of work 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 desirable.
• Experience in project administration, accounting and finance, providing support to managerial/professional staff and using 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 and Spanish 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