Office Assistant

​Requisition ID: 7734
Grade: G5
Country: Albania
Duty Station: Tirana
Category: General Service/Admin. Support
Type of Job Posting: Internal and External
Employment Type: Staff-Full-time
Appointment Type: Fixed Term - 100 series
Indicative Minimum Net Annual Salary: 2,439,000.00 ALL
Application Deadline: 19-Aug-2026, 11:59 PM (Vienna, Austria time)

Vacancy Announcement
This post is for local recruitment only.
Female candidates are encouraged to apply.
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 Global Partnerships and External Relations (GLO) is responsible for UNIDO's relations with Member States and all external partners, including through the policymaking organs. It plays a central role for interaction and collaboration with traditional and non-traditional donors; oversees the regional bureaus as well as the network of field offices, Liaison Offices and Investment and Technology Promotion Offices. The Directorate is responsible for the Liaison Offices in Brussels (GLO/BRO), Geneva (GLO/GVO) and New York (GLO/NYO) as well as following Divisions: Policymaking Organs (GLO/PMO), Funding Partner Relations (GLO/FPR), Investment and Technology Promotion Offices and Institutional Partnerships (GLO/ITP), and Regional Bureaus and Field Coordination (GLO/RFO). The Directorate also ensures close coordination and collaboration among the Divisions as well as with organizational entities in all Directorates across the Organization.

Under the supervision of the Managing Director of the Directorate of Global Partnerships and External Relations (GLO), the Division of Regional Bureaus and Field Coordination (GLO/RFO) coordinates the field representation and interventions of UNIDO in Member States and regions. The Division is responsible for determining programmatic priorities for UNIDO's services and ensuring that UNIDO responds to the specific needs and requirements of Member States and development partners at the country and regional levels. It facilitates the development of regional strategies, country programmes, including Programmes for Country Partnership - PCPs, and monitors their implementation. The Division encompasses all the UNIDO field offices and the five Regional Bureaus: Africa (GLO/RFO/AFR), also hosting the IDDA Secretariat; the Arab Region (GLO/RFO/ARB); Asia and the Pacific (GLO/RFO/ASP); Europe and Central Asia (GLO/RFO/EUR); and Latin American and the Caribbean (GLO/RFO/LAC).

The Field Offices are responsible for representing UNIDO in their host country and countries of coverage, as applicable; and for maintaining close relations with all relevant stakeholders. They are responsible for contributing to the delivery of the development goals of the host country and countries of coverage and identifying the donors’ technical and funding priorities, and for contributing to and/or leading technical cooperation projects and programmes as well as country programming documents including resource mobilization activities. The Field Offices are also responsible for coordinating and reporting on UNIDO’s activities in their host country and countries of coverage, as applicable and for contributing to regional and sub-regional strategies and policies to ensure the strategic and programmatic consistency of UNIDO’s work, including its cooperation with and contributions to the local United Nations System.

The position is located under the Country Office Albania. At the G-5 level, the incumbent is expected to perform independent and specialized processes focusing on consistent service delivery and support services within the organizational environment and the team. His/her interventions result in process consistency.

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 team and colleagues, in the country as well as in the region and in headquarters.

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 team. Within formal teams, the incumbent may be expected to backstop other team members as required.

FUNCTIONAL RESPONSIBILITIES

Under the supervision of the first reporting officer, the Office Assistant provides secretarial and administrative support and is responsible for the following key functions:

• Screen incoming mail and draft replies for the supervisor’s signature on non-technical matters; provide background and project information as needed; keep track of pending matters and follow up with other offices on deadlines.
• Screen phone calls and visitors; respond to complex information requests and inquiries and refer queries to the appropriate personnel as needed.
• Draft routine and non-routine correspondence in the appropriate style, language and format; proofread documents and edit texts for accuracy, grammar, punctuation and style in accordance with UNIDO correspondence guidelines.
• Assist in the preparation of papers and presentations by extracting and summarizing statistics; undertake computer-based research and compile background information to support project identification and formulation.
• Initiate or monitor exercises related to the implementation of programmes and projects (e.g. budget revisions, obligation reviews, re-phasing, extension or completion of projects, and issuance of new project allotment documents and sub-allotments). Interpret and apply new financial procedures, guidelines and instructions; keep track of project budget expenditures, recommending and justifying budget revisions as needed; and draw the supervisor’s attention to problems encountered. Retrieve programme and project information from the SAP PPM module supporting results-based management.
• Using SAP, initiate and follow up on actions related to the recruitment of experts, training and study tours, procurement of equipment, and travel authorizations and claims; respond to related inquiries.
• Perform general administrative tasks, such as arranging meetings and other events, making reservations, following up on budgets, and researching information and reference material. Prepare requests and documents, including requisitions, purchase orders, travel requests and authorizations, expenditure authorizations and visa applications.
• Carry out ad hoc assignments and research activities as required.
• Maintain files (both paper and electronic) and databases related to Country Office operations.
• Perform any other related duties as assigned.

MINIMUM ORGANIZATIONAL REQUIREMENTS

Education: Completed higher secondary education (high school diploma or equivalent), is required. Formal administrative/secretarial/clerical training or equivalent, is desirable. A first‑level university degree (Bachelor’s or equivalent) or higher in the relevant field is accepted with a reduced requirement for years of experience.

Experience:

A minimum of five (5) years of working experience in providing support to managerial/professional staff and using administrative skills is required for candidates with completed secondary education. Candidates holding a first‑level university degree or higher must have at least three years of relevant work experience.

• Experience using Microsoft Office (Outlook, Word, Excel) and internet search engines, is required.
• Experience with office procedures and practices, preferably within the United Nations system or in a multicultural environment, is desirable.
• 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 with SAP or similar ERP software, is desirable.

Languages: Fluency in written and spoken English and Albanian, is required. Fluency or working knowledge of another official United Nations language, is an asset.

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

Learn and Develop - Continuously develop skills; Seek feedback and share knowledge

Adapt and Innovate - Respond flexibly to change; Embrace innovation and new approaches

Functional Competence

Continuously develop and maintain expertise

Stay informed of industry trends and best practices

Apply knowledge to improve results and decision-making

Adopt new tools and technologies

Take ownership of professional development

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