Project Assistant

at  The United Nations Industrial Development Organization UNIDO

Requisition ID: 5228
Grade: SB2 - Local support
Country: Austria
Duty Station: Vienna
Category: Local Support Personnel
Type of Job Posting: External Private Posting
Employment Type: NonStaff-Regular
Application deadline: 19-Feb-2025, 11:59 PM (Vienna, Austria time)

MINIMUM ORGANIZATIONAL REQUIREMENTS

Education: Completed higher secondary education (high school diploma or equivalent), is required. Formal administrative 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.

Experience, Technical and Functional Expertise:

• 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 required.
• Experience in project administration, accounting and finance, providing support to managerial/professional staff and using secretarial/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 is required. Fluency and/or working knowledge of another official UN language is desirable.

Under the supervision of the Head of the Task Force, the incumbent will be responsible to provide administrative support and is responsible for the following key functions:

• Screen incoming mail and draft replies for supervisor’s signature on non-technical aspects; provide relevant background/project information whenever necessary to supervisor(s); keep track of pending matters, follow up with other offices on deadlines;
• Respond to moderately complex information requests and inquiries as necessary, as well as to refer queries to appropriate personnel for handling;
• Draft routine correspondence (both on TC-related and administrative 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 and creation of papers and presentations, the website and communication documents (public relations).
• Assist in or monitor exercises related to IET 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). Consult to clarify the application of new financial procedures, TC guidelines and other instructions. Keep track of project budget expenditures. Retrieve information on IET TC projects from the SAP module that has been designed to support results-based management. Provide information on the project, draw the supervisor’s attention to problems encountered;;
• Using SAP, initiate and follow up on actions related to recruitment of experts, training and study tours, purchase of equipment, travel authorizations requests/claims and deal with all related inquiries;
• Perform general administrative tasks like 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.;
• Carry out ad-hoc assignments and research activities, as required
• Maintain files (both paper and electronic) and databases related to work;
• Perform any other related duties as assigned.