Date: External Relations Assistant

​Requisition ID: 5202
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: 57,876 EUR
Application Deadline: 28-Feb-2025, 11:59 PM (Vienna, Austria time)

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 Global Partnerships and External Relations (GLO), headed by a Managing Director, is responsible for UNIDO's relations with Member States and all external partners, including through the policymaking organs. It plays a central role for interaction and collaboration with traditional and non-traditional donors; oversees the regional bureaus as well as the network of established field offices, liaison offices and Investment and Technology Promotion Offices. The position is located under the Division of Policymaking Organs (GLO/PMO), which is responsible for organizing all sessions of the UNIDO policymaking organs, such as the General Conference, the Industrial Development Board and its subsidiary organ, the Programme and Budget Committee, as well as any other subsidiary bodies and working groups established by those organs. This includes providing advisory and secretariat services to such sessions. The Division functions as the main focal point for liaison with Member State representatives. It therefore establishes, maintains and monitors the Organization’s official engagements with Member States.

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.

The UNIDO Staff Performance Management System reinforces 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 External Relations Assistant is responsible for the finalization of all administrative tasks of technical cooperation programmes and projects, as well as providing administrative support and being responsible for the following key functions:

Documentation

• Monitors and coordinates the timely preparation and issuance of policymaking organ session documentation, liaising with UNOV Documents Management for translation, formatting and issuance; makes sessional documents available to delegates, including via UNIDO's website.

• Assists in document preparation by making recommendations on format and presentation, preparing manuscripts for review, ensuring consistency with established standards, verifying references, and producing tables and figures for inclusion in final documents.

• Administrates PMO's website and the Permanent Missions' Extranet and ensures the circulation and/or availability of documentation related to Member State briefings and intersessional working groups.

• Drafts routine and non-routine correspondence.

• Contributes to the preparation of the UNIDO Annual Report.

  Session-related functions

  • Responsible for the booking of conference facilities and set up of required services (audio-visual, remote conferencing, computers and other technical equipment, as required).
  • During the pre-session period, responsible for preparation of notifications for PMO sessions, responsible for the registration of participants via the Indico platform as well as the provisional and final lists of participants. Responsible for preparation of select conference room papers for PMO sessions (i.e. the list of documents).
  • During the in-session period, sets up the office of the Secretary to the PMO session, coordinates the sessional administrative team, and coordinates the issuance of in-session documents, such as the Journal, decisions/resolutions, statements and digital recordings.
  • Supports the preparation, processing and distribution of pre-, in- and post-session information, including on upcoming meetings, schedules of work and related information.
  • In the post-session period, assists in issuing the advance copy of decisions and resolutions, and preparing session reports.
  • Support the preparation, processing and implementation of logistical arrangements for PMO sessions and their setup in close cooperation with relevant partners

    Intersessional activities

    • Supports the preparation of briefings to Permanent Missions throughout the year.
    • Maintains archive of documents issued to PMO sessions, provides Permanent Missions, in-house
    • colleagues and UNIDO offices with information relating to PMO sessions, prepares lists of
    • members of the Industrial Development Board and Programme and Budget Committee and assists in preparing information notes to Member States.

      Administrative and budgeting support functions

      • 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.
      • Assists the Director GLO/PMO with the preparation and the implementation of the budget of the department; keep track of project budget expenditures; recommend and initiate budget revisions; complete justification for budget revisions; provide information and draw the supervisor’s attention to problems encountered.
      • Providing advice, solutions and answers to inquiries related to the administrative services of the work team/division, as and when received from clients in other organizational units.
      • Support the management of the central PMO email account, including by transmitting communications to responsible offices for information and any appropriate action, and ensuring appropriate follow-up.
      • Make recommendations for improvements to the design and delivery of the work processes and practices, by focusing on the provision of defined services and seeking opportunities to improve the delivery of the service by collaborating or integrating processes or activities.
      • 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 instructions. Retrieve substantive information on administrative matters and/or TC projects from the SAP modules which have been designed to support results-based management.
      • Perform any other related duties as assigned.

        MINIMUM ORGANIZATIONAL REQUIREMENTS

        Education

        Completed higher secondary education (high school diploma or equivalent) is required.

        📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

        ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

        Technical and Functional Experience

        • A minimum of eight (8) years of working experience in providing support to managerial/professional staff and using administrative skills to assist in the management of major conferences and/or execution of projects or programmes, is required.

          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.

        • Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is required.
        • Experience/proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.
        • Experience with SAP or similar ERP software is desirable.
        • Experience in dealing with diplomatic missions is desirable.

          Languages

          Fluency in written and spoken English is required. Fluency and/or working knowledge of another official UN language, particularly French or Spanish 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.

          
          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: recruitment@unido.org