Project Assistant

Project Assistant, Vienna, Austria

Organization: UNIDO - United Nations Industrial Development Organization
Country: Austria
City: Vienna
Office: UNIDO Vienna
Employment Fraction: NonStaff-Regular

Duration: 6 months (with the possibility of extension)

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.

Main Functions

Under the supervision of the Project Manager, the Team/Project Assistant provides support in the development and administration of technical cooperation programmes and projects as well as secretarial and administrative support and is responsible for the following key functions:

Screen incoming mail and draft replies for supervisor's signature on non-technical aspects; provide relevant background/project information whenever necessary to supervisor(s); keep track of pending matters, follow up with other offices on deadlines;
Screen phone calls and visitors. Respond to moderately complex information requests and inquiries as necessary, as well as to refer queries to appropriate personnel for handling;
Draft routine correspondence (both on TC-related and administrative 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;
Using SAP, initiate and follow up on actions related to recruitment of experts, training and study tours, purchasing equipment, travel authorizations requests/claims and deal with all related inquiries;
Perform general administrative tasks like 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.; cv4zBvo BIpnb
Assist in the preparation of papers and presentations by extracting/summarizing statistics and other related information; compile and organize information and reference materials from various sources for reports, meetings, etc.;
Maintain files (both paper and electronic) and databases related to work;
Perform any other related duties as assigned.

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 first university degree or equivalent diploma, in a relevant field.

Languages

Fluency in written and spoken English is required. Working knowledge of French is required.

Field of Expertise

A minimum of six (6) years of experience in the related fields of the post is required.
Experience using Microsoft Office (Outlook, Word, Excel), internet search engines, is required.
Experience with 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 secretarial/administrative skills to assist in the execution of project development and implementation of work, is desirable.
Experience with SAP or similar ERP software is desirable.

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