Senior Office Assistant

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About the Organization

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.

Job Description

The position is located under UNIDO Regional Office in India (GLO/RFO/FLD/ASP/IND), which is under overall supervisor of GLO/RFO/ASP.

At the G6 level the incumbent is expected to perform highly independent and specialized processes focusing on specialized service delivery and support services within the organizational environment and team.  His/her interventions result in processes integrity.

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 Responsibilities

Under the supervision of the UNIDO Representative, the Senior Office Assistant is responsible for the finalization of all administrative tasks of technical cooperation programmes and projects, as well as providing administrative support and being responsible for the following key functions:

• Receive incoming requests and prepare the appropriate actions 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.
• Draft routine and non-routine correspondence (both on administrative and/or TC-related matters).
• Prepare papers, statistics, reports and presentations by extracting/summarizing statistics; undertake computer based searches, compile background information to assist in project identification and formulation.
• Responsible for the initialization and monitoring of exercises related to the implementation of Field Office budget and TC projects and programmes (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 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 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.
• 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 supervision, advice and coordination of the work planning and implementation, within the immediate work unit and direct team.
• Providing advice, solutions and answers to inquiries related to the specialized services of the Field Office India and Countries of coverage, as and when received from clients in other organizational units.
• 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.
• Follow-up on budget, 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.

Education Qualification/Required Skills & Experience

• Completed higher secondary education, high school diploma or equivalent is required. A first-level degree 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.

Technical and Functional Experience

• A minimum of ten (10) years of work experience in 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/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, is desirable.
• Experience with SAP or similar ERP software is desirable.
• Languages: Fluency in written and spoken English and Hindi is required.  Fluency and/or working knowledge of another official UN language is an asset.

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