Title: Project Assistant

​Requisition ID: 5479
Grade: G5
Country: Austria
Duty Station: Vienna
Category: Project-funded GS
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: 16-May-2025, 11:59 PM (Vienna, Austria time)

Vacancy Announcement
This post is for local recruitment only.
THE APPOINTMENT IS LIMITED TO THE SPECIFIED PROJECT(S) ONLY AND DOES NOT CARRY ANY EXPECTATION OF RENEWAL.
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.

Under the overall direction of the Director General, and in close collaboration with all relevant organizational entities within UNIDO, 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 corporate services to meet the support needs of the Organization, acts as a custodian for corporate management policies, and promotes a culture of cooperation, service orientation and corporate excellence throughout the Organization to deliver efficient and effective high-quality work and enable tangible impact on the ground to achieve ISID worldwide.

The Directorate manages the functions of the Ethics and Accountability Unit (COR/EAU), the Risk Management and Compliance Unit (COR/RCU), the Divisions of Financial Resource Management (COR/FIN) and Human Resources Management (COR/HRM), as well as the following Services: Procurement Services (COR/PRO); Digitalization, Innovation and TC Optimization Services (COR/DIT); Facility Management Services (COR/ BMS); and Asset Management and Logistics Services (COR/AML). The Directorate also manages personnel security and safety matters. The Directorate ensures close coordination and collaboration among the Divisions as well as with relevant organizational entities in all Directorates across the Organization.

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 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.

PROJECT CONTEXT

SAP# 230356. Ukraine: Green industrial recovery project for Ukraine through technology transfer from and the co-creation of new businesses with Japan’s private industries

The full-scale hostilities against Ukraine, starting in February 2022, has had a significant negative impact on the country’s industries and businesses, impeding its potential for inclusive and sustainable industrial development (ISID). In order to support the country's industrial and economic recovery and resilience, it is critical to increase the value addition of the country’s manufacturing sector and help people access employment opportunities and generate income.

Strengthening the resilience of the Ukrainian economy requires widespread dissemination of industry, along with the necessary tools and methods for value addition across the country. Moreover, aligning with Ukraine's goal of EU accession, the economy must focus on EU compatibility, particularly in regard to environmental best practices, obtaining access to know-how and expertise, upgrading practices and processes, increasing competitiveness and value addition, and strengthening access to markets to incentivize investment. All interventions must ensure that production and products are green, energy-efficient and resource-efficient, fostering the advancement of a circular economy.

Reconstruction needs will require significant financing. The second Rapid Damage and Needs Assessment (RDNA) published in March 2023, estimates that in the year since 24 February 2022,the war has resulted in more than $135 billion in direct damage to buildings and infrastructure, while total estimated reconstruction and recovery needs exceed $411 billion, which is 2.6 times the GDP of Ukraine in 2022. The main sectors damaged were housing (38 per cent of all damage), transport (26 per cent), energy (8 per cent), commerce and industry (8 per cent) and agriculture (6 per cent).

Taking into consideration the acute needs and long-term industrial recovery and development opportunities, the United Nations Industrial Development Organization (UNIDO), as a specialized United Nations agency mandated to foster ISID, has prepared and launched a green industrial recovery programme for Ukraine 2024-2028. The programme sets out a programmatic vision for the multi-stakeholder and cross-dimensional partnership that is needed to restore Ukraine’s industry and foster sustainable industrial development.

Prior to the development of the programme, UNIDO prepared a comprehensive industrial diagnostic study, paving the way for an informed, evidence-based and data-driven approach to the Organization’s interventions. Extensive research has been conducted to extrapolate a strategic direction for the country’s future industrialization and green recovery. This assessment builds on the existing policies of the Government of Ukraine and the Ukraine Plan of the European Union (EU), identifying areas and opportunities for development and proposing solutions in response to existing challenges related to economic growth, modernization of the economic system and integration with the EU to foster recovery, reconstruction and reform at all levels (i.e. macro-, meso- and micro-level).

The proposed project is thus developed based on the comprehensive results of the industrial diagnostics and taking into consideration the identified needs and opportunities. Recognizing the unique value addition and relevance of the UNIDO mandate, the Government of Japan has requested the Organization to support Ukraine’s industrial recovery and innovation ecosystem building through technology transfer, capacity-building and business co-creation between the private sectors of Ukraine and Japan.

FUNCTIONAL RESPONSIBILITIES

Under the supervision of the First Reporting Officer, the Project Assistant provides support in the development and administration of technical cooperation programmes and projects as well as administrative support and is responsible for the following key functions:

• Provide relevant background/project information whenever necessary; keep 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.
• Prepare routine and non-routine correspondence on administrative and TC-related matters, including communication with the Government of Ukraine and Ukrainian counterparts. This may involve organizing meetings and managing procedures for exemption from conscription for Ukrainian employees; 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.
• Assist in the preparation of papers and presentations; undertake computer-based searches, compile background information for project identification and formulation.
• Prepare project progress reports.
• Initiate exercises related to the implementation of the project ID# 230356 (e.g.: budget revisions, obligation reviews, re- phasing, extension or completion of projects, issuance of new project allotment documents/due sub-allotments, TC allocations and monitoring related exercises, or other administrative functions as per the specific specialization of the job). 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. 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. Retrieve substantive information on administrative matters and/or TC projects from the SAP modules which have been designed to support results-based management.
• 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, etc.
• 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 REQUIREMENTS AND DESIRABLE CRITERIA

  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 master’s degree), in a relevant field to the post.

  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 execution of project and programme development and implementation of work, is required.
• 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.

  Languages: Fluency in written and spoken English is required. Fluency and/or working knowledge of another official UN language, is desirable. Fluency in Ukrainian or Japanese 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.