Senior Program Assistant-UNIDO, Vienna-Austria

United Nation Industrial Development Organization (UNIDO), Austria                ​Requisition ID: 4581                                                                 Qualification:

• Completed higher secondary education (high school diploma or equivalent), is required. Formal administrative / secretarial / clerical training or equivalent is desirable.                                          

Experience:

• Minimum of eight (8) 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 and proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.
• Knowledge of and experience in international accounting and finance systems and the tax code of Ukraine is desirable.
• Experience with SAP or similar ERP software  is desirable            

Job Responsibilities:

• Screen incoming mail and draft replies for the supervisor’s signature on non-technical aspects; provide relevant background / program/project information whenever necessary; keep track of pending matters, follow up with other offices on deadlines.
• Respond to information requests and inquiries related to the UNIDO green industrial recovery program for Ukraine 2024-2028 and its associated projects, in particular supporting the project ID 230356 as necessary, as well as refer queries to appropriate personnel for handling.
• Draft correspondence related to the UNIDO green industrial recovery program for Ukraine 2024-2028 and its associated projects, in particular supporting the project ID 230356; and put them into corporate 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 and UN editorial guidelines. Consult to clarify the application of new financial procedures, TC guidelines and other instructions.
• Keep track of project budget expenditures. Retrieve information on the program and projects from the SAP module that has been designed to support results-based management.
• Provide information on the program and the projects, draw the supervisor’s attention to problems encountered.
• Using SAP, initiate and follow up on actions related to the recruitment of experts, training and study tours, purchasing equipment, travel authorizations requests/claims and deal with all related inquiries. Perform administrative tasks like arrangements for meetings and other events in Ukraine and in Vienna associated with the program and its projects, reservations, follow-ups, research for information and reference material. Prepare requests/documents, e.g. requisitions, purchase orders, travel requests/authorizations (including those associated with travels of the UNIDO Senior Coordinator for Ukraine), expenditure authorizations, visa applications, etc.
• Maintain files (both paper and electronic) and databases related to the UNIDO green industrial recovery program for Ukraine 2024-2028 and its associated projects.