Requisition ID: 4701
Grade: G4
Country: Austria
Duty Station: Vienna
Category: General Service/Admin. Support
Type of Job Posting: Internal and External
Employment Type: Staff-Full-time
Appointment Type: Fixed Term - 100 series
Indicative Minimum Net Annual Salary: 48,527 EUR
Application Deadline: 29-Oct-2024, 11:59 PM (CEST)

Vacancy Announcement
This post is for local recruitment only.
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 Directorate is responsible for the Liaison Offices in Brussels (GLO/BRO), Geneva (GLO/GVO) and New York (GLO/NYO) as well as following Divisions: Policymaking Organs (GLO/PMO), Funding Partner Relations (GLO/FPR), Investment and Technology Promotion Offices and Institutional Partnerships (GLO/ITP), and Regional Bureaus and Field Coordination (GLO/RFO). The Directorate also ensures close coordination and collaboration among the Divisions as well as with organizational entities in all Directorates across the Organization.

The position is located under the Division of Policymaking Organs (GLO/PMO). The Division is responsible for organizing all sessions of the UNIDO policymaking organs, such as the General Conference, the Industrial Development Board and its subsidiary organ, the Programme and Budget Committee, as well as any other subsidiary bodies and working groups established by those organs. This includes providing advisory and secretariat services to such sessions. The Division provides support services to the Vienna Chapter of the Group of 77 and ensures a continuous and productive dialogue and engagement with UNIDO's policymaking organs.

The Group of 77 (G-77) was established in 1964 within UNCTAD I. The G-77 is the largest intergovernmental forum of developing countries in the United Nations system and as such it provides the means for the countries of the South to articulate and promote their collective economic interests and enhance their joint negotiating capacity on all major international economic issues within the United Nations system, and promote South-South cooperation for development.

At the G4 level the incumbent is expected to perform general as well as targeted processes focusing on basic service delivery and support services within the organizational environment and team. His/her interventions result in the focused process impact.

The UNIDO Staff Performance Management System reinforces 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.

FUNCTIONAL RESPONSIBILITIES

Under the overall guidance of the Director and the direct supervision of the G-77 External Relations Officer, the Team Assistant supports all the tasks carried out by the Office of the G-77 Vienna Chapter, within the Division of Policymaking Organs.

• Assist in the planning and organizing of the work plan and meeting schedule for G-77 Working Groups, Task Forces and Plenary Meetings and coordinate logistical aspects for the meetings, such as reservation of meeting rooms, among others.
• Prepare listings of the offices of the G-77 (Chairperson and Task Force Coordinators) and maintain a register of the nominations made by the G-77 for the offices of the Vienna-based organizations policymaking organs or other bodies.
• Receive and record all incoming and outgoing correspondence and mail, keep track of pending matters, flagging deadlines and bringing urgent and important items to the attention of the supervisor.
• Draft routine correspondence on the basis of instructions and in accordance with standard practices and in compliance with the UNIDO Correspondence Guidelines
• Perform general administrative tasks such as ordering office supplies, following up on budget queries, making various reservations as required, placing purchase requisitions, researching for information and reference material, organizing requests for formal editing, translation, layout, graphic design and arranging for printing services as well as the publication of documents, if and when necessary.
• Respond to basic information requests and inquiries as necessary, as well as refer queries to appropriate personnel for handling.
• Maintain an up-to-date filing system (both hard copy and electronic).
• Prepare all on-boarding process for the interns recruited to work in the Office.
• Assist in the handling of the G-77 website and other social media sites.
• Assist with the execution of sessions of the UNIDO policymaking organs and subsidiary bodies, including, but not limited to the General Conference, Industrial Development Board, and Programme and Budget Committee.
• Perform any other related duties as assigned by the Director, Division of Policymaking Organs.

MINIMUM ORGANIZATIONAL REQUIREMENTS

Education: Completed higher secondary education, high school diploma or equivalent is required. Formal 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 relevant field 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 providing support to managerial/professional staff and using administrative skills, is desirable.
• Experience/proficiency in using Microsoft Office (Outlook, Word, Excel and Power Point), internet, is required.
• Experience with conference management is desirable.
• 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, particularly French and/or Spanish 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.


For further information on salaries, refer to the International Civil Service Commission website: https://icsc.un.org/

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 careers site for details on how to apply: https://careers.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