Date: Administrative Assistant
โRequisition ID: 5337
Grade: G4 (SB-2)
Country: Kyrgyzstan
Duty Station: Bishkek
Category: Local Support Personnel
Type of Job Posting: Internal and External
Employment Type: NonStaff-Regular
Contract Duration: One year
Application deadline: 02-Apr-2025, 11:59 PM (Vienna, Austria time)
Vacancy Announcement
TEMPORARY APPOINTMENT OF PROJECT PERSONNEL
Only nationals or permanent residents of the country of the duty station are considered eligible.
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. UNIDOโs mandate is fully recognized in SDG-9, which calls to โBuild resilient infrastructure, promote inclusive and sustainable industrialization and foster innovationโ. The relevance of ISID, however, applies in greater or lesser extent to all SDGs. Accordingly, the Organizationโs 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 UNIDOโs 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 position is located under the UNIDO Country Office in the Kyrgyz Republic, which was established in 2009. The UNIDO Country Office is responsible for identifying development priorities and donors' technical and funding priorities in the country, and for supporting, and/or leading when requested, the formulation, implementation and monitoring of technical cooperation projects and programmes, including the Programmes for Country Partnership (PCP) and the Country Programmes (CPs).
Through a joint effort, UNIDO and the Cabinet of Ministers of the Kyrgyz Republic, developed a Programme for Country Partnership (PCP) 2025-2029 (PCP) for the Kyrgyz Republic. Aligned with the national vision and industrial development goals, the PCP will serve as a strategic framework guiding activities in the country. The PCP focuses on supporting the development of such high-potential sectors such as \"agro-processing, sustainable development of agro-processing, construction materials, energy, textile, tourism and pharmaceuticals, jewelry production, furniture manufacturing, chemical industry, production of vehicles and electrical equipment.
The Administrative Assistant works under the direct supervision of the UNIDO Country Representative in Kyrgyzstan and supports the daily operations of the UNIDO Country Office and PCP implementation through the provision of relevant and timely procurement, finance, ICT and digital services, General Admin Services, Common Services, and Human Resources support.
FUNCTIONAL RESPONSIBILITIES
Under the supervision of the UNIDO Country Representative and in close cooperation with the relevant project teams in the HQ, the Administrative Assistant provides administrative support and is responsible for the following key functions:
- Perform general administrative and logistical tasks, providing support to international consultants, national consultants and visiting UNIDO staff members by arranging meetings, visits, events, trainings and workshops.
- Screen incoming letters and requests, support drafting routine correspondence in accordance with standard practices and in compliance with the UNIDO Correspondence Guidelines, keep track of pending matters, monitor the deadlines and follow-up actions.
- Assist the UNIDO Country Representative in monitoring technical cooperation activities for programme results.
- Interpret or consult to clarify the application of new financial and procurement rules and procedures, TC guidelines, UNIDO administrative instructions, financial procedures and rules and other instructions.
- Using SAP, initiate and process travel requests, payments, recruitment processes, procurement of goods and services and expense reports when required.
- Assist with the preparation of the work and budget planning for the Country Office in Kyrgyzstan in coordination with UNIDO HQ.
- Assist with the preparation of the consultations with national counterparts and international partners, including the PCP National Coordination Body meetings, by drafting meeting reports, translating relevant files from English into Russian and vice versa, keeping track of the follow-up actions and monitoring their implementation, providing ad hoc interpretation services as needed.
- Maintain the office equipment inventories (both paper and electronic asset management) and ensure appropriate use.
- Assist in drafting regular and/or ad-hoc reports on UNIDO activities in the Kyrgyz Republic.
- Carry out ad-hoc assignments and research activities, as required.
- Maintain files (both paper and electronic) and databases related to work.
MINIMUM ORGANIZATIONAL REQUIREMENTS
Education
Completed higher secondary education (high school diploma or equivalent), is required. Formal administrative/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 masterโs degree), in a relevant field to the post.
Technical and Functional Experience
- A minimum of six (6) years of work 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 desirable.
- Experience in project administration, accounting and finance, providing support to managerial/professional staff and using 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 and Russian is required. Working knowledge of Kyrgyz 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 โand this is true for our colleagues as well as our clients. Emotional intelligence and receptiveness are vital parts of our UNIDO identity.