Senior Strategic Planning Assistant

at  The United Nations Industrial Development Organization UNIDO

Requisition ID: 4410
Grade: G6
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: 64,965 EUR
Application Deadline: 5-Sep-2024, 11:59 PM (CEST)

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 ten (10) years of working experience in providing highly independent administrative support in areas, such as technical cooperation, finance, human resources, procurement, travel, etc. is required.
• Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is required.
• Experience in providing support to managerial/professional staff and using administrative skills to assist in the execution of project and programme development and implementation of work, is desirable.
• Experience/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 First Reporting Officer, the Senior Strategic Planning Assistant is responsible for the finalization of all administration tasks in support of the function and work of the Unit, as well as the provision of administrative support and in particular, 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.
• 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.
• Prepare briefs, papers, statistics, reports and presentations on topics and issues pertinent to the Unit’s role as strategic planners, including coordinating the review and clearance process for the relevant documents.
• Organize and coordinate event(s) (including for example, meetings, workshops and seminars), for both internal and external, which may involve high-ranking officials and take minutes and/or notes at meetings. Act as the focal point, ensuring that follow-up action is undertaken as agreed in the meetings, workshop and seminars.
• Serve as focal point for information and communication within the Unit, ensuring that responses and follow-up are made in time.
• Provide administrative support to the planning, preparation and updating process of the key strategic documents, in particular the Medium-Term Programme Framework, and where relevant, the Programme and Budgets and the Annual Report, by inter alia, ensuring that the documents are results-based and are integrated with gender equality principles;
• Initiate exercises to support the preparation and implementation of the Unit’s biennium budget and where relevant, initiate projects to support the Managing Director and the Director’s role in management retreats and other strategic management meetings;
• Keep track of evaluation findings and oversight bodies, to support the planning, preparation and implementation of UNIDO’s strategic planning documents, politics and priorities.
• 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 relevant instructions.
• 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.
• 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.
• Establish and 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.