Under the supervision of the Director, the Project Assistant provides support in the development and administration of programmes as well as secretarial and administrative support and is responsible for the following key functions:
Responsibilities:
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 (related to country programming 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 or monitor exercises related to the implementation of the field reform exercise as well as of UN reform operational elements (especially under the Efficiency Agenda and activities under the Business Innovation Group) and of 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 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 equipment, travel authorizations requests/claims and deal with all related inquiries.
Perform general administrative tasks, especially in the activities related to country programming, 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.
Maintain files (both paper and electronic) and databases related to GLO/RFO key areas of work; specifically on country programming key strategic documentation and suggest areas of improvement with regards to archiving exercises.
Assist in the monitoring and reporting function of the unit, especially in the areas of country programming and UN reform.
Assist in exercises related to learning and capacity building as well as enhancing visibility, promotion related to field and country programming matters, both at the field level and HQ.
Perform any other related duties as assigned.
Requirements:
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 desirable.
Experience and proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.
Experience with SAP or similar ERP software is desirable.
Fluency in written and spoken English is required.
Fluency and/or working knowledge of another official UN language is desirable.
