Requisition ID: 4433
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: 3-Sept-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.

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 Corporate Services and Operations (COR), headed by a Managing Director, is responsible and accountable for the management of UNIDO’s human, financial and material resources, ensuring the capacity of the Organization to fulfil its mandate. The Directorate oversees a full range of financial, human resources management, procurements, information technology and general services to meet the needs of the Organization. Additionally, it exercises the responsibility for the ethics function in the Organization. The Directorate also provides guidance on security and safety matters and ensures the overall coordination of UNIDO’s response in this regard.

This position is located under the Asset Management and Logistics Services (COR/AML) that is responsible for providing communications, inventory and records management, archives and registry, travel, visa, transportation and shipment services in support of all activities of the Organization, as well as managing catering services at the Vienna International Center (VIC).

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 the collaboration within formal units as well as among cross-functional teams. In this context, the incumbent collaborates with his/her team 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 supervision of the First Reporting Officer, the Team Assistant provides support in the development and administration of specific actions within the Communications and Logistics team and is responsible for the following key functions:

• Receive and inspect the delivery of package and check against purchase order and items once in the custody of the UNIDO Receiving Area at the Headquarters.
• Ensure accurate recording and prompt delivery of all incoming and outgoing deliveries.
• Maintain an inventory of the office supplies and equipment in the UNIDO Storeroom and monitor the level of stock in-order to re-order automatically when the minimum stock levels are low.
• Collect surplus office supply items and return them to the storeroom for re-use/disposal.
• Check work orders for completeness, register them in the Electronic Inventory Management System before handing out the required items, and ensure safety and security of the storeroom inventories.
• Serve as the main focal point for liaison with the LTA/provider of stationery and office equipment for Headquarters and create Shopping Cart/Purchase Orders for procurement of office supplies and equipment
• Maintain an up-to-date filing system (both paper and electronic) and databases related to work.
• Provides UNIDO personnel with the necessary user credentials to utilize contracted courier services, including DHL, and offers assistance or direction in the effective use of these services.
• Serves as a team-member that backstops the Communication and Logistics Team, responsible for the monitoring of office printing machines and ordering office paper for printers, their deliveries and liaison with UNOV on their procurement. This include reporting and statistics on paper usage trends.
• Support the use of automation and technology for effective and agile operations.
• Provide ad-hoc transportation services.
• Performs any other related duties as assigned, including collaborating efficiently with teams in COR/AML, COR/BMS, IT Service Desk.

MINIMUM ORGANIZATIONAL REQUIREMENTS

Education:
Completed higher secondary education. High school diploma or equivalent is required. Formal office/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 field relevant to the post.

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 desirable.
  
• Possess valid European B-Driving License, is highly desirable.
  
• Experience/proficiency in using Microsoft Office (Outlook, Word, Excel and Power Point), internet, is required.
  
• Experience with an ERP system such as SAP or Oracle in areas of procurement, finance or asset management, is desirable.
  
• Experience with Service Management Tools such as Top Desk, JIRA, OTRS, Service Now, or similar, is desirable.
  
  

Languages:
Fluency in written and spoken English is required. Fluency and/or working knowledge of another official UN language is desirable. Fluency in German, an advantage.

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.

NOTE: Eligible internal UNIDO applicants are required to have served at least one year in their current post if applying for a higher-level position. However, the seniority-in-grade requirements for applying for higher-level positions, as per paragraphs 18 and 78 of the HRMF, have been waived.

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