Senior Strategic Planning Assistant

​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)  

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 of Strategic Planning, Programing and Policy, headed by a Managing Director, is responsible and accountable for UNIDO’s strategic planning and programming through the provision of coordinated and cohesive frameworks and policy advice. It plays the central role for UNIDO regarding the engagement in South-South and Triangular Cooperation matters, the strategic positioning of UNIDO within the United Nation system, strategic engagement in multilateral fora including BRICS, G20 and G7. It also leads the promotion of Gender Equality and the Empowerment of Women through mainstreaming gender considerations at the institutional and programmatic level. In addition, the Directorate oversees the Organization’s industrial policy research, statistics and SDG9 reporting activities, and normative function, and ensures a cohesive and consistent approach to Knowledge Management (KM) in UNIDO.

The Directorate is responsible for the Divisions of Strategic Planning and South-South Cooperation (SPP/SSC), Strategic Engagement and Coordination (SPP/SEC), Strategic Programming, Results Monitoring and Quality Assurance (SPP/SPM), Industrial Policy Research and Statistics (SPP/IPS), Gender Equality and the Empowerment of Women (SPP/GEW) and Knowledge Management (SPP/KMG).

The position is located under the Strategic Planning Unit of the Division of Strategic Planning and South-South Cooperation (SPP/SSC) which leads, promotes, coordinates, supports, monitors and reports on UNIDO strategic planning and South-South and triangular cooperation, in collaboration with relevant organizational entities.

The Strategic Planning Unit (SPP/SSC/SPN) guides and supports the preparation and implementation of UNIDO’s strategic planning documents, policies and priorities. It aims at ensuring the effective positioning of UNIDO and its ISID mandate in the global development agenda.

At the G6 level the incumbent is expected to perform highly independent and specialized processes focusing on specialized service delivery and support services within the organizational environment and team.  His/her interventions result in processes integrity.

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 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.

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.

REQUIRED 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.