Administrative Innovation Assistant

UN Atlas; Wien; Hybrid; EUR 42,000 - 56,000; Full time

Job summary

UNIDO seeks a dynamic administrative professional for the COR/AIT office in Vienna. The role focuses on coordinating a full range of administrative and operational activities, ensuring seamless information flow across units, and supporting senior management in driving organizational modernization and risk management.

The incumbent will prepare materials, draft routine correspondence, and assist with meetings, knowledge sharing, and program coordination within a multicultural UN system

Qualifications

• Experience in public administration and supporting managerial staff.
• Excellent drafting and communication skills.
• Proficiency with MS Office applications (Word, Excel, Outlook, PowerPoint).
• ERP experience (SAP or similar) is desirable.

Responsibilities

• Support the Director in coordinating administrative and operational activities.
• Maintain effective information flow among office units.
• Coordinate information exchange and follow-up actions across entities.
• Prepare background materials, summaries and status updates.
• Organize meetings, workshops and consultations on administrative innovation initiatives.
• Draft routine correspondence and briefing materials for the Director.
• Assist in knowledge-sharing activities and preparation of reports and papers.
• Support security, business continuity management and related documentation.

Skills

MS Office proficiency

Drafting skills

Public administration knowledge

Coordination

Communication

Education

Bachelor's degree or higher

Tools

SAP

Job description

The United Nations Industrial Development Organization (UNIDO) is the specialized agency of the United Nations that promotes industrial development for poverty and hunger reduction, inclusive and fair globalization and environmental sustainability. The mission UNIDO, as described in theLima Declarationadopted at the fifteenth session of the UNIDO General Conference in 2013, theAbu Dhabi Declarationadopted at the eighteenth session of UNIDO General Conference in 2019 as well as theRiyadh Declarationadopted at the twenty-first session of UNIDO General Conference in 2025, is to promote and accelerateinclusive and sustainable industrial developmentin Member States. The relevance of this mission 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 inclusive and sustainable industrial development, however, applies to all SDGs.Themedium-term programme framework (MTPF) 2026 - 2029is UNIDO’s core strategic document and it is in line with UNIDO’s Vision 2050. It sets a renewed vision to support Member States and shape their industries for development. The priorities include fair and sustainable global and regional supply chains, ending hunger through innovation and local value addition, renewable and clean energy, sustainable energy access and climate action. Cross-cutting priorities focus on industrial and economic policy advice, skills development, fostering digitalization and artificial intelligence, gender equality and the empowerment of women, supporting youth, promoting cleaner production and circular economy, and leveraging private sector investment and development finance.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-related activities; and (iv) convening and fostering partnerships for knowledge and technology transfer, investment mobilization, networking and industrial cooperation. Such core functions are carried out in Divisions/Offices in its Headquarters, Sub-regional Offices and Country Offices.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 inclusive and sustainable industrial development worldwide.The Directorate manages the functions of the Ethics and Accountability Unit (COR/EAU), the Office of Administrative Innovation and Transformation (COR/AIT), 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.Under the supervision of the Managing Director of the Directorate of Corporate Services and Operations (COR), the Office of Administrative Innovation and Transformation (COR/AIT) is responsible for coordinating a comprehensive organizational review and analysis, the development of holistic strategies, and the design of the architecture and oversight of the implementation of modernization of administrative services of the organization. The Office is dedicated as well to actively supporting Senior Management to foster a robust risk culture and overall approach towards risk in UNIDO’s operations; furthermore, it supports the UNIDO Security Manager and serves as UNIDO Security Focal Point.The position is located under the Office of Administrative Innovation and Transformation (COR/AIT).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.

Job Purpose

Information not available.

Responsibilities

MINIMUM REQUIREMENTS AND DESIRABLE CRITERIA

• Support the Director in coordinating administrative and operational activities within the office and maintain effective communication and information flow among the office’s units
• Liaise with organizational entities to facilitate information exchange, monitor follow-up actions and support the implementation of administrative innovation initiatives
• Compile, organize and maintain information related to administrative innovation initiatives, and assist in the preparation of background materials, summaries and status updates
• Assist in organizing meetings, workshops and consultations related to administrative innovation initiatives and maintain related records and documentation
• Support communication and reporting in cooperation with organizational entities on UNIDO’s priorities, strategies including risk management related undertakings towards administrative innovation
• Provide administrative and operational support on security and business continuity management matters
• Assist in the organization of knowledge-sharing activities, meetings and workshops, and prepare related documentation, minutes and follow-up reports
• Draft routine correspondence, presentations, briefing materials and reports based on available information and inputs received from relevant organizational entities
• Respond to information requests and inquiries as necessary
• Draft routine and non-routine correspondence
• Assist in the preparation of papers and presentations
• Draft replies for the Director’s signature
• Provide relevant background information whenever necessary
• Keep track of pending matters, follow up with other offices on ongoing matters
• Perform other administrative task, such as with regard to contracts, budget revisions, procurement, coordination with payment, and with other organizational entities, as required
• Carry out ad-hoc assignments and research activities, as required
• Perform any other related duties as assigned by the Director

Work Experience

A minimum of five (5) years of working experience in public administration and providing support to managerial/professional staff and using administrative and coordination skills to assist in the implementation of the mandates of the office isrequired. Candidates holding a relevant first‑level university degree or higher must have at least 3 years of relevant work experience.Experience in office procedures and practices, preferably within the UN system or in a multicultural environment isrequired.Experience/proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet isrequired.Excellent communication and drafting skills arerequired.Experience with SAP or similar ERP software isdesirable.

Skills

Not informed