Office Assistant

​Requisition ID: 4422 
Grade: G5 
Country: Austria 
Duty Station: Vienna 
Category: General Service/Admin. Support 
Type of Job Posting: External and Internal
Employment Type: Staff-Full-time
Appointment Type: Fixed Term – 100 series
Indicative Minimum Net Annual Salary: 56,137 EUR 
Application Deadline: 5-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 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 the team.  His/Her interventions result process consistency.

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 supervisor 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 Chief, COR/AML, the Office Assistant provides administrative support in the following key functions:

• Serves as the main focal point for the technical and administrative functions related to the inventory, including hardware and software, and the monitoring and tracking of headquarters assets recorded therein. 
• Main focal point for the Property and Control Inventory for all Field Offices and BMS using the SAP Asset management module to monitor, track and verify as required. 
• Ensures that the UNIDO assets are barcoded and tagged as per the UNIDO guidelines;
• Maintains a comprehensive electronic database of expendable UNIDO property;
• Prepares management reports;
• Provides administrative and technical support to the field offices, including ordering of new furniture and equipment and troubleshooting; 
• Generates regular monitoring reports for management and audit purposes.
• Acts as the primary focal point for the AML storage area, ensuring proper inventory control.
• Coordinates the auctions and bidding exercises for RB/OB assets and inventory recommended by the Property Survey Board for disposals;
• Support the use of automation and technology for effective and agile operations.
• Serves as the backup for office space allocation and relocation;
• Provides support for archive and record management;
• Provides support for vendor master data management in coordination COR/FIN and COR/PRO to ensure segregation of duties.
• Provides support for gift management and storage in coordination with COR/EAU
• Provides support for the telecommunication and video conferencing equipment services;
• Supports other staff in AML during peak periods or absences;
• Performs other related tasks, as assigned.

MINIMUM ORGANIZATIONAL REQUIREMENTS

Education:

Completed secondary education, such as a high school diploma or equivalent is required.

Technical and Functional Experience:

• A minimum of eight (8) years of working experience in the related fields of the post, such as in office procedures and practices, preferably within the UN system or in a multicultural environment, is required.
• Experience in project administration, providing support to managerial/professional staff and using administrative skills to assist in the execution of project development and implementation of work, is required.
• Experience and/or proficiency in using Microsoft Office (Outlook, Word, Excel), and the internet is required.
• Experience with SAP Supplier Relationship Management (SRM) for procurement or asset management, is required.
• Experience with Service Management Tools such as TopDesk,JIRA,OTRS,ServiceNow, or similar, is required.

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.

Languages:

Fluency in written and spoken English is required.  Fluency and/or working knowledge of another official UN language is desirable.

CORE VALUES AND KEY 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.