Project Assistant

United Nations Industrial Development Organisation; Wien; Vor Ort; EUR 42.000 - 52.000; Vollzeit

Zusammenfassung

The United Nations Industrial Development Organisation (UNIDO) is seeking an Administrative Support personnel for a 3-month temporary appointment in Vienna. The role supports the Task Force on the Global Alliance for Responsible and Green Minerals and involves routine office duties, document preparation, and coordination with SAP modules.

Applicants should have at least six years of experience, strong MS Office skills, and fluency in English.

Qualifikationen

• Completed higher secondary education is required.
• Minimum six years of working experience in related fields is required.
• Experience with office procedures, preferably within the UN system, is required.
• Fluency in English; additional UN language skills desirable.

Aufgaben

• Screen incoming mail and draft replies for supervisor’s signature on non-technical aspects.
• Respond to information requests and refer queries to appropriate personnel.
• Draft routine correspondence and ensure proper language and formatting.
• Assist in preparation of papers, presentations, and communications materials.
• Maintain files and databases; support meetings and travel arrangements.
• Carry out ad-hoc assignments and research as required.

Kenntnisse

Administrative support

SAP

Microsoft Office

Attention to detail

Ausbildung

Higher secondary education

Administrative training (desirable)

Tools

SAP ERP

Jobbeschreibung

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Requisition ID: 8014
Grade: ISA -G4
Country: Austria
Duty Station: Vienna
Category: Local Support Personnel
Type of Job Posting: Internal and External
Employment Type: NonStaff-Regular
Contract Duration: 3 months (with possibility for extension)
Application deadline: 10-Sep-2026

Vacancy Announcement
TEMPORARY APPOINTMENT OF PROJECT PERSONNEL
Only nationals or permanent residents of the country of the duty station are considered eligible.

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.

ORGANIZATIONAL CONTEXT

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 the Lima Declaration adopted at the fifteenth session of the UNIDO General Conference in 2013, the Abu Dhabi Declaration adopted at the eighteenth session of UNIDO General Conference in 2019 as well as the Riyadh Declaration adopted at the twenty-first session of UNIDO General Conference in 2025, is to promote and accelerate inclusive and sustainable industrial development in 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.

The medium-term programme framework (MTPF) 2026 - 2029 is 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 SDG Innovation and Economic Transformation (IET) is responsible for the development of innovative UNIDO services in the areas of agro-industry and agribusiness, sustainability standards and fair production, and climate-relevant or climate-improving technologies. It is also, in collaboration with ODG, responsible for developing innovative cooperation concepts, identifying new sources and means of innovative finance and entering into new partnerships with a broad range of relevant stakeholders.

The position is located under the Task Force “Global Alliance for Responsible and Green Minerals”. The Task Force acts as the Secretariat of the “Global Alliance for Responsible and Green Minerals” to position UNIDO as key partner for responsible and green minerals along the value chain. The Global Alliance aims to provide the participating members with relevant knowledge and capacity for a sustainable minerals’ future. The Alliance will promote a common understanding of the goals and principles for sustainable development in the critical minerals supply chains, offer support for their implementation and work on a global framework for just and inclusive transformation of the extractive industries in conjunction with the energy and digital transitions. The Alliance works closely with the UN-Task Force on Critical Energy Transition Minerals.

FUNCTIONAL RESPONSIBILITIES

Under the supervision of the Head of the Task Force, the incumbent will be responsible to provide 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;
• 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;
• Assist in the preparation, creation and updating of papers and presentations, the website, social media accounts and communication documents (public relations).
• Assist in or monitor exercises related to IET TC projects (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). Consult to clarify the application of new financial procedures, TC guidelines and other instructions. Keep track of project budget expenditures. Retrieve information on IET TC projects from the SAP module that has been designed to support results-based management. Provide information on the project, draw the supervisor’s attention to problems encountered;
• Using SAP, initiate and follow up on actions related to recruitment of experts, training and study tours, purchase of 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.;
• Carry out ad-hoc assignments and research activities, as required
• Maintain files (both paper and electronic) and databases related to work;
• Perform any other related duties as assigned.

MINIMUM ORGANIZATIONAL REQUIREMENTS

Education: Completed higher secondary education (high school diploma or equivalent), is required. Formal administrative 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.

Experience, Technical and Functional Expertise:

• A minimum of six (6) years of working experience in the related fields of the post, is required.
• Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is required.
• 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 required.
• Experience and proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.
• Experience with SAP or similar ERP software is required.

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

CORE VALUES AND BEHAVIORS AND FUNCTIONAL COMPETENCE

Core Values

Excellence – Deliver high-quality results; continuously improve performance.
Integrity – Uphold ethical standards; act transparently and responsibly.
Inclusion – Promote respect, diversity, and fairness.
Humility – Show self-awareness; value others’ contributions.
Humanity – Act with compassion; align work with sustainable development.

Core Behaviors

Connect & Collaborate - Build trust through communication and teamwork; Share knowledge and embrace diversity.
Analyse & Plan - Use data and evidence for decision-making; Plan proactively and prioritize effectively.
Deliver Results with Positive Impact - Take ownership and deliver quality outputs; Align work with UNIDO mission and objectives.