Requisition ID:
7580 Grade:
G6 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:
68,788 EUR Application Deadline:
30-Jun-2026, 11:59 PM (Vienna, Austria time)
Vacancy Announcement This post is for local recruitment only. Female candidates are encouraged to apply. UNIDO welcomes applications from qualified persons with disabilities. Reasonable accommodation will be provided to applicants and employees with disabilities to support full participation in the recruitment process and in the performance of their duties.
Functional Responsibilities Under the supervision of the First Reporting Officer, the Senior Office Assistant is responsible for the independent finalization of all administrative tasks relating to the management of the office and the subordinate Regional Bureaus.
Cover the Division’s front desk and act as the coordinating focal point for all Regional Bureaus on routine administrative matters.
Receive incoming requests and prepare the appropriate actions for supervisor’s clearance or signature; provide relevant background/project information whenever necessary to supervisor(s); keep track of pending matters and Divisional-level commitments, and follow these up with other offices, in particular Regional Bureaus, on deadlines.
Draft routine and non-routine official correspondence, and act as the authority at the administrative level for the processing of official correspondence in accordance with the UNIDO Correspondence Guidelines.
Independently prepare, when required, papers, statistics, reports and presentations by extracting/summarizing statistics; undertake computer-based searches, compile background information to assist in areas of the Division’s mandate such as field network management, Regional Bureau coordination, UN reform‑related matters, country‑level programming frameworks, UNCT participation, and similar.
Organize all logistical aspects of internal meetings, and assist with the preparation of meetings, events or other engagements with external counterparts, including the delivery of appropriate protocol services.
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.
Being knowledgeable in the overall service and proficient in all aspects of the work, provide advice and coordination of the work planning and implementation at the administrative level within the immediate work unit and direct team.
Provide advice, solutions and answers to relevant inquiries on administrative matters from field offices related to the specialized services of the Division, and/or related to the application of administrative steps outlined in the UNIDO Field Handbook.
Keep track of expenditures from the Divisional budget and/or projects in SAP; recommend and initiate appropriate actions (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 related administrative steps).
Using SAP, initiate and follow up on administrative actions related to recruitment of staff and experts, personnel matters, training and study tours, purchase of equipment, payments, travel authorizations, visa applications, etc., and deal with all related inquiries.
Retrieve substantive information on administrative matters and/or TC projects from the SAP modules which have been designed to support results‑based management.
Responsible for the initialization and monitoring of exercises related to the implementation of routine administrative operations and TC projects and programmes.
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.
Maintain an up‑to‑date filing system (both paper and electronic) and databases related to work.
Perform any other related duties as assigned by the supervisory structure.
Minimum Requirements and Desirable Criteria Education Completed higher secondary education, high school diploma or equivalent is required.
Technical and Functional Experience
A minimum of work experience in the relevant fields, involving advanced administrative or specialized support functions with a high degree of independence, is required as follows:
Completed secondary education: at least 7 years of relevant experience
First‑level university degree or higher: at least 5 years of relevant experience
Experience/proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.
Experience in office procedures and practices, preferably within the UN system or in a multicultural environment maintaining a field presence, is desirable.
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, particularly French, 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.
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
#J-18808-Ljbffr
7580 Grade:
G6 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:
68,788 EUR Application Deadline:
30-Jun-2026, 11:59 PM (Vienna, Austria time)
Vacancy Announcement This post is for local recruitment only. Female candidates are encouraged to apply. UNIDO welcomes applications from qualified persons with disabilities. Reasonable accommodation will be provided to applicants and employees with disabilities to support full participation in the recruitment process and in the performance of their duties.
Functional Responsibilities Under the supervision of the First Reporting Officer, the Senior Office Assistant is responsible for the independent finalization of all administrative tasks relating to the management of the office and the subordinate Regional Bureaus.
Cover the Division’s front desk and act as the coordinating focal point for all Regional Bureaus on routine administrative matters.
Receive incoming requests and prepare the appropriate actions for supervisor’s clearance or signature; provide relevant background/project information whenever necessary to supervisor(s); keep track of pending matters and Divisional-level commitments, and follow these up with other offices, in particular Regional Bureaus, on deadlines.
Draft routine and non-routine official correspondence, and act as the authority at the administrative level for the processing of official correspondence in accordance with the UNIDO Correspondence Guidelines.
Independently prepare, when required, papers, statistics, reports and presentations by extracting/summarizing statistics; undertake computer-based searches, compile background information to assist in areas of the Division’s mandate such as field network management, Regional Bureau coordination, UN reform‑related matters, country‑level programming frameworks, UNCT participation, and similar.
Organize all logistical aspects of internal meetings, and assist with the preparation of meetings, events or other engagements with external counterparts, including the delivery of appropriate protocol services.
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.
Being knowledgeable in the overall service and proficient in all aspects of the work, provide advice and coordination of the work planning and implementation at the administrative level within the immediate work unit and direct team.
Provide advice, solutions and answers to relevant inquiries on administrative matters from field offices related to the specialized services of the Division, and/or related to the application of administrative steps outlined in the UNIDO Field Handbook.
Keep track of expenditures from the Divisional budget and/or projects in SAP; recommend and initiate appropriate actions (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 related administrative steps).
Using SAP, initiate and follow up on administrative actions related to recruitment of staff and experts, personnel matters, training and study tours, purchase of equipment, payments, travel authorizations, visa applications, etc., and deal with all related inquiries.
Retrieve substantive information on administrative matters and/or TC projects from the SAP modules which have been designed to support results‑based management.
Responsible for the initialization and monitoring of exercises related to the implementation of routine administrative operations and TC projects and programmes.
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.
Maintain an up‑to‑date filing system (both paper and electronic) and databases related to work.
Perform any other related duties as assigned by the supervisory structure.
Minimum Requirements and Desirable Criteria Education Completed higher secondary education, high school diploma or equivalent is required.
Technical and Functional Experience
A minimum of work experience in the relevant fields, involving advanced administrative or specialized support functions with a high degree of independence, is required as follows:
Completed secondary education: at least 7 years of relevant experience
First‑level university degree or higher: at least 5 years of relevant experience
Experience/proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.
Experience in office procedures and practices, preferably within the UN system or in a multicultural environment maintaining a field presence, is desirable.
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, particularly French, 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.
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
#J-18808-Ljbffr
Kontaktdaten:
United Nations Industrial Development Organisation Recruiting-Team
