​Requisition ID: 4170  Grade: G5  Country: Austria  Duty Station: Vienna  Category: General Service/Admin. Support  Type of Job Posting: Internal Employment Type: Staff-Full-time Appointment Type: Fixed Term – 100 series Indicative Minimum Net Annual Salary: 56,137 EUR  Application Deadline: 03-Sept-2024, 11:59 PM (CEST)     Vacancy Announcement This post is for local recruitment only. Female candidates are encouraged to apply.   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.   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 financial, human resources, learning and staff development, procurement, information technology and general services to meet the service support needs of the Organization as a whole. Additionally, the Directorate houses the Gender Equality and Empowerment of Women Unit and the Ethics and Accountability Unit as well as oversees their operations. Furthermore, the Directorate provides guidance on personnel security and safety matters and ensures the overall coordination of UNIDO’s response in this regard.   The Directorate houses the Gender Equality and Empowerment of Women Unit (COR/GEW) and the Ethics and Accountability Unit (COR/EAU) as well as the following Divisions: Financial Services (COR/FIN); Human Resources Services (COR/HRS); Learning and Development Services (COR/LED); Procurement Services (COR/PRO); Asset Management and Logistics Services (COR/AML); Information Technology and Digitalization Services (COR/DIG); and Facility Management Services (COR/BMS). The Directorate also ensures close coordination and collaboration among the units and services as well as with the other Directorates and Offices in UNIDO.   The position is located under the Asset Management and Logistics Services (COR/AML). COR/AML includes providing communications hardware, inventory and records management, archives and registry, office allocations and relocations; travel, visa, transportation and shipment services in support of all activities of the Organization, as well as managing catering services at the Vienna International Center (VIC). COR/AML also coordinates the submission of environmental inventory for the Greening the Blue Report; the provision of data on emissions from UNIDO’s facilities as well as related offsetting measures so that UNIDO remains climate neutral.   At the G5 level the incumbent is expected to perform general as well as targeted processes focusing on basic service delivery and support services within the organizational environment and team.  His/her interventions result in the focused process impact.   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 Chief of Asset Management and Logistics Services, the Travel Assistant provides administrative support and is responsible for the following key functions:   Arrange for visa clearance and process official international and Austrian visas through Permanent mission to UNIDO with the Embassies, Consulates and Austrian Authorities; Arrange for Austrian Visas and residence permits for family members and members of the same household in line with the HQ’s agreement with the Austrian Government; Liaise with the Austrian Ministry of Interior, Magistratsabteilung (Municipality) and Boarder Police on matters related to visas, residence permits and registration; Arrange to have UN travel documents issued: 1) to obtain official visas on the UN Laissez-Passers: 2) to confirm official status of the consultants on official mission on the UN Certificates and 3) dependents of the staff members on official travel on the Family Certificates; Draft correspondence for visa related matters prepare workload statistics and perform other duties and responsibilities as assigned, in particular, assist the supervisor whenever required. Arrange for shipment and storage of personal effects, removal of household goods on recruitment, separation and assignment travel ensuring the most optimal savings to the Organization; Arrange for shipment of personal effects on home leave, education grant and family visit travel and shipment of UNIDO property ensuring the most optimal savings to the Organization; Complete duty-free formalities and arrange tax refund for the smooth customs clearance; Using SAP, initiate and follow up on actions related to invoices issued by forwarding agents to ensure accuracy, justified and supported by the required documents, such as shipping, weight certificate, delivery receipt, etc; Arrange for official transportation to high level officials and ensures that the official vehicles are properly kept; Assist the Chief in selection of forwarding agents; Support the use of automation and technology for effective and agile operations. Support the archive and record management including relevant digitalization initiatives. Provides back-up for Headquarters office relocation and allocation; Perform any other related duties as assigned.   MINIMUM REQUIREMENTS AND DESIRABLE CRITERIA   Education: Completed higher secondary education (high school diploma or equivalent), is required. Experience as Travel Assistant, highly 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 eight (8) years of working experience in administration and office support preferably in the areas of general services, shipment and travel, visa and office relocation and allocation, archive management, 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 Supplier Relationship Management (SRM) for procurement or asset management, is required. Experience with Service Management Tools such as TopDesk,JIRA,OTRS,ServiceNow, or similar, is required.   Languages: Fluency in written and spoken English is required.  Fluency and/or working knowledge of another official UN language is desirable. Knowledge of German is highly desirable.     CORE VALUES AND KEY 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.   Key Competencies 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.   NOTE: Eligible internal UNIDO applicants are required to have served at least one year in their current post if applying for a higher-level position. However, the seniority-in-grade requirements for applying for higher-level positions, as per paragraphs 18 and 78 of the HRMF, have been waived. 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