Finance and Procurement Assistant

​Requisition ID: 3285 
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: 56,137 EUR 
Application Deadline: 12-Jun-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, 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, learning and staff development, procurement, information technology and general services to meet the service support needs of the Organization as a whole. Additionally, the Directorate houses the Gender Equality and Empowerment of Women Unit and the Ethics and Accountability Unit as well as oversees their operations. Furthermore, the Directorate provides guidance on personnel security and safety matters and ensures the overall coordination of UNIDO’s response in this regard.

This position is located under the Facility Management Services. As part of the common services, on behalf of and financed by the VBOs, the Facility Management Services (COR/BMS) of UNIDO is responsible for ensuring the safe and reliable operation, maintenance and repair of the Vienna International Centre (VIC) buildings and associated installations according to the local building codes and standards, and according to the VIC operating license conditions. Functions: · Propose and develop policies, life cycle maintenance and improvement plans for efficient, effective and safe buildings management, administration, and operations for consideration by the Managing Director of COR, taking into account best practices and standards; promote and proactively implement these policies and standards; · Manage and administer the operation, maintenance and repair of the grounds, buildings and related installations and equipment of the VIC complex on behalf of, and in close consultation with, the VBOs under the terms of the Memorandum of Understanding on Common Services; · Provide efficient, effective and quality services to the VBOs for all facility management activities; · Manage the projects financed by the Common Fund for Major Repairs and Replacements at the VIC on behalf of the VBOs and the Government of Austria; · Take measures to meet strict requirements in respect of waste disposal, bacteriological and chemical control of the water and air in the buildings; · In close cooperation with the Learning and Development Services (COR/LED), define, plan, and implement skills related training for its personnel; · Provide the required support to the catering operations of the VIC; · Provide management responses to audit observations and ensure the timely implementation of agreed-upon recommendations; · Cooperate with relevant bodies with a view to harmonizing and exchanging information.

At the G5 level the incumbent is expected to perform independent and specialized processes focusing on consistent service delivery and support services within the organizational environment and team.  His/Her interventions result in process consistency.

1. Main Functions

The incumbent will provide the following multi-skilled functions to assist the Finance & Procurement work in BMS.

1. Assist in the overall contribution to the preparation of the cost-shared and Major Repair and Replacement Fund (MRRF) budget proposals as well as to the work and expenditure plans:

• • Monitor the budget and the monthly settlements of accounts.
  • Follow up on the status of expenditures and balances, compare actual figures against approved budget, and propose adjustments to the expenditure plans.
  • Review obligations on a regular basis, assess their validities and take appropriate actions for the settlements of not required obligations.

1. Provide input to assist in the preparation of the midterm and end-year reports:

• • Assist in the preparation of statistical tables and financial standard reports for administrative purposes and the evaluation of operations.
  • Assist in the preparation of reports for the submission to the Chairman of the Permanent Technical Working Group and for the MRRF Joint Committee.
  • Keep information and prepare reports on MRRF costs incurred to BMS with respect to overtime, staff and material costs.

1. Under the supervision of the Chief, assist in the overall contribution to the preparation of shopping carts, purchase orders as well as call-off orders under the established Long-Term Agreements and assist in the administrative work to help conclude contracts:

• • Based on information received from the requesting officer, draw up a list of suitable suppliers.
  • Prepare and send out requests for quotation to suppliers indicating exact specifications of goods and services required, conditions of sale and deadlines for receipts of the quotations.
  • Check incoming quotations for completeness and reply to any queries from bidders by obtaining information from the requesting officer.
  • Forward the received quotations to requestor for the preparation of the technical and commercial evaluations.
  • Keep track of delivery dates and remind suppliers of deadlines.
  • Prepare a set of purchase order/contract documents for approval by the Chief and dispatch the set to the successful bidder for the countersignature.
  • Ensure receipt by UNIDO of the countersignature.
  • Verify that the account codes and PO numbers are reflected correctly on the relevant documents (e.g. invoices, shopping carts, etc.).

1. Follow up on purchase orders and contracts with respect to timely delivery of goods, services and works and related reporting requirement by suppliers/contractors:

1. • Maintain hardcopy and electronic files, upload electronic documents, distribute purchase order/contract documents to the requesting officer for their monitoring and implementing of the procured goods/services and/or works.
   • Forward the verified and checked invoices by the Chief for payment in line with the purchase order/contract provisions.
   • Upon receipt and acceptance of the goods/services/works/deliverables, prepare confirmation of goods, services and works in the ERP SRM system for approval of the Project Manager/Allotment Holder attaching relevant documentation.
      
2. 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.

1. Minimum Requirements
    

Education:

Completed a higher secondary education diploma at a Commercial Academy (Handelsakademie) or equivalent, is required.

Certification and training in accountancy and/or procurement from, for example, the Chartered Institute of Procurement and Supply (CIPS) is desirable.

Technical and Functional Experience: 

A minimum of eight (8) years of working experience in the related fields of the post is requierd.

Credit towards total working experience may be considered on a year by-year- basis, up to maximum of four years, for a first university degree or equivalent diploma, in a field relevant to the post.

Thorough understanding and ability to work with office procedures and practices, preferably within the UN system or in a multicultural environment, required.

Experience in finance and procurement, providing support to managerial/professional staff and using administrative skills to assist in the implementation of work, is desirable.

Proficient use of Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required. Experience with SAP or similar ERP software is an asset.

Languages:

Working knowledge in written and spoken English is required.

Working knowledge in written and spoken German is desirable.

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: [email protected]