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Project Assistant (3 positions)

Vienna

  • Organization: UNIDO - United Nations Industrial Development Organization
  • Location: Vienna
  • Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Administrative support
    • Project and Programme Management
    • Administration and office support
  • Closing Date: Closed

This post is for local recruitment only.

VACANCY  ANNOUNCEMENT

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, 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 Department of Energy in the Directorate of Environment and Energy, (EAE/ENE) assists Member States in the transition to a sustainable energy future under the overarching mandate of inclusive and sustainable industrial development, through the application of renewable energy for productive uses, adoption of the efficient use of energy by industry and the introduction of low carbon technologies and processes. In transitioning to a sustainable energy future, the challenges of addressing energy poverty and climate change become an integral part of the Department activities. This position in located in one of the three Divisions of the Department: The Climate Technology and Innovation Division (EAE/ENE/CTI) is responsible for supporting Member States with access to and uptake of low-carbon, climate friendly and clean energy technologies, innovations and entrepreneurship. It focuses on supporting entrepreneurship and facilitating the establishment of conducive innovation systems. In addition, the Division is also responsible for supporting member states with enabling markets for low-carbon technologies and their use by industry and local communities, thereby contributing to climate mitigations and resilience in recipient countries. The Energy Systems and Infrastructure Division (EAE/ENE/ESI) focuses on promoting sustainable energy solutions and infrastructure for industrial development. The promotion of industrial decarbonization through crosscutting solutions, such as energy management systems and standards, energy systems optimization, and deployment of renewable energy technologies is one of the core functions of the Division. In addition, the Division supports Member States with the transition to sustainable energy systems for ISID. By bringing together supply and demand side perspectives, the focus of the Division is on system level changes and transformative solutions driven by the convergence of key technologies such as distributed generation, digitization and storage technologies as well as climate policies. The Division focuses on disruptive solutions, being they technological or business models. It is also responsible for coordinating policy engagement and dialogues, at national, regional and global levels, and through pursuing meaningful global partnerships in the field of sustainable energy and climate change. The Division positions UNIDO strategically in the global energy and climate change forums and coordinates the global network of regional centers and partnerships. The Energy Technologies and Industrial Applications Division (EAE/ENE/ETI) is responsible for supporting Member States with technology transfer and localization of low-carbon energy technologies and their applications towards achieving the ISID. It focuses on facilitating localization and adoption of energy technologies in frontier markets and their applications in industry for productive uses.

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.

Main Functions

Under the supervision of the Division Chief, the Project 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 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 Global fora activities and/or 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. -Participate in the team designated to provide shared services under the Resource Optimization for Technical Cooperation initiative in EAE/ENE and undertake the related responsibilities assigned. -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.

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. 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.

Minimum Requirements

Education

Completed higher secondary education. High school diploma or equivalent is required. Formal secretarial/clerical training or equivalent is desirable.

Languages

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

Computer Skills

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 a maximum of four years, for a first university degree or equivalent diploma in a field relevant to the post. Female candidates are encouraged to apply. Duty Station: Vienna, Austria For further information on salaries, refer to the International Civil Service Commission website: https://commonsystem.org/cp/

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This vacancy is now closed.
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