Communications Assistant

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.
• This position is located in the Office of Communications, Conferences and Media Relations (ODG/CCM).  Under the overall direction and supervision of the Director General, the Office of Communications, Conferences and Media Relations (ODG/CCM) effectively promotes and strategically positions the Organization and the interventions of the Director General in the global development context. ODG/CCM ensures a coherent and structured approach to communication, covering the engagement of UNIDO in technical cooperation (TC) and other activities in sustainable industrial development. The Office develops and implements UNIDO’s global communication strategy and engages with media partners.
• 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.

Functional Responsibilities

Under the supervision of the First Reporting Officer, the Communications Assistant provides support in the development and administration of the Office’s overall work plan, programmes and projects, as well as clerical and administrative support and 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.
• Screen phone calls and visitors. 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 programme, project 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.
• Assist in the preparation of papers and presentations by extracting/summarizing statistics; undertake computer-based searches, compile background information to assist in project identification and formulation.
• Initiate exercises related to the implementation of the work plan and projects of the Office (e.g.: budget revisions, obligation reviews, re- phasing, extension or completion of projects, issuance of new project allotment documents/due sub-allotments, and monitoring related exercises, or other administrative functions as per the specific specialization of the job family). 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, visa applications, 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.

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.
• 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.  Fluency in or working knowledge of other United Nations language(s), is desirable.

Source: https://careers.unido.org/job/Vienna-Communications-Assistant/1139000855/