Requisition ID: 5202
Grade: G5
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: 57,876 EUR
Application Deadline: 28-Feb-2025, 11:59 PM (Vienna, Austria time)

ADMINISTRATIVE AND BUDGETING SUPPORT FUNCTIONS

• 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.
• Assists the Director GLO/PMO with the preparation and the implementation of the budget of the department; 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.
• Providing advice, solutions and answers to inquiries related to the administrative services of the work team/division, as and when received from clients in other organizational units.
• Support the management of the central PMO email account, including by transmitting communications to responsible offices for information and any appropriate action, and ensuring appropriate follow-up.
• Make recommendations for improvements to the design and delivery of the work processes and practices, by focusing on the provision of defined services and seeking opportunities to improve the delivery of the service by collaborating or integrating processes or activities.
• 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. Retrieve substantive information on administrative matters and/or TC projects from the SAP modules which have been designed to support results-based management.
• Perform any other related duties as assigned.

EDUCATION

Completed higher secondary education (high school diploma or equivalent) is required.

TECHNICAL AND FUNCTIONAL EXPERIENCE

• A minimum of eight (8) years of working experience in providing support to managerial/professional staff and using administrative skills to assist in the management of major conferences and/or execution of projects or programmes, is required.

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.

• Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is required.
• Experience/proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.
• Experience with SAP or similar ERP software is desirable.
• Experience in dealing with diplomatic missions is desirable.

Under the supervision of the First Reporting Officer, the External Relations Assistant is responsible for the finalization of all administrative tasks of technical cooperation programmes and projects, as well as providing administrative support and being responsible for the following key functions: