Project Assistant

​Requisition ID: 7760
Grade: G5
Country: Austria
Duty Station: Vienna
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: 59,439 EUR
Application Deadline: 14-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 Technical Cooperation and Sustainable Industrial Development (TCS) under the overall direction of the Director General, and in close collaboration with all relevant organizational entities within UNIDO, headed by the Deputy to the Director General and Managing Director, oversees the Organization's development of capacities for industrial development as well as industrial policy advice, statistics and research activities and the Organization's normative contribution to Member States and global development community in achieving the SDGs. The Directorate also ensures the application of strategies and interventions for sustainable industrial development related to Environment, Energy, SMEs, Competitiveness and Job creation, as well as Digitalization and Artificial Intelligence. Through coordination in-house and with Member States and industry stakeholders, it ensures that the services provided in these areas contribute toward effective and appropriate technical, business and policy solutions and are focused on results and on realizing any potential for scaling up and positioning UNIDO as a leading platform for industrial development in developing countries and global fora.

The Directorate houses the technical Divisions of Capacity Development, Industrial Policy Advice and Statistics (TCS/CPS); Circular Economy and Green Industry (TCS/CEG); Energy and Climate Action (TCS/ECA), Climate Innovation and Montreal Protocol (TCS/CMP); SMEs, Competitiveness and Job Creation (TCS/SME); Digital Transformation and AI Strategies (TCS/DAS); and the Montreal Protocol Division. The Directorate also ensures close coordination and collaboration among the Divisions as well as with relevant entities in the Directorate of Global Partnerships and External Relations (GLO) and the Directorate of SDG Innovation and Economic Transformation (IET).

The Climate Innovation and Montreal Protocol Division (TCS/CMP) mandated to work in close coordination with other organizational entities within UNIDO, assists Member States in the emergence, deployment, and large-scale up-take of low-carbon and climate-resilient technologies, products and solutions. This will be achieved by promoting a systems innovation approach through accelerating innovation across key levers of change that includes technology, finance, policy, and regulations. In particular, the Division is responsible for the dual mandate of a) accelerating innovation and building climate technology innovation ecosystems to promote low-carbon and climate-resilient development pathways and b) planning, developing and implementing interventions to facilitate compliance with the Montreal Protocol and, in particular, its Kigali Amendment and to support countries in achieving their Nationally Determined Contributions (NDCs). In addition, the Division is responsible, in close collaboration with other relevant entities of the Organization, for facilitating the transfer of low-carbon and climate-resilient solutions and building markets to ensure widespread use by industry and local communities, thereby contributing to climate change mitigation, adaptation and building resilience in recipient countries.

The position is located under the Montreal Protocol Unit, which is responsible for the planning, development and implementation of activities in Member States to facilitate compliance with the Montreal Protocol and, in particular, its Kigali Amendment and to support countries to achieve their nationally determined contributions (NDCs). Through capacity building and policy support, the Unit's services promote sustainable cooling, manufacturing transformation in refrigeration, air conditioning and insulation technologies, resulting in the reduction and substitution of fluids and chemicals, and ultimately reduction in overall greenhouse gas emissions and promote climate-resilient economies.

At the G5 level the incumbent is expected to perform independent and specialized processes focusing on consistent service delivery and support services within the organizational environment and 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 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 Unit Chief the Project Assistant provides support in the development and administration of technical cooperation programmes and projects as well as clerical and administrative support and is responsible for the following key functions:

• Screen incoming mail and draft reply for supervisor’s signature on non-technical aspects; provide relevant background/project information whenever necessary to supervisor(s); keeps track of pending matters, follow up with other offices on deadlines.
• Screen phone calls and visitors. Respond to complex information requests and inquiries as necessary, as well as to refer queries to appropriate personnel for handling.
• Draft routine and non-routine correspondence (both on administrative and/or TC-related 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 the preparation of papers and presentations by extracting/summarizing statistics; undertake computer-based searches, compile background information to assist in project identification and formulation.
• Initiate exercises related to the implementation 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, 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 project 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.
• Using SAP, initiate and follow up on actions related to recruitment of staff, experts, training and study tours, puchase of equipment, payments, travel authorizations requests/claims and deal with all related inquiries.
• Perform all administrative tasks such as 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 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.

MINIMUM REQUIREMENTS AND DESIRABLE CRITERIA

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) in relevant fields is accepted with a reduced requirement for years of professional experience.

Experience, Technical and Functional Experience

• A minimum of professional experience aligned with the educational level is required, as follows: Languages Fluency in written and spoken English is required. Fluency and/or working knowledge of another official UN language desirable. REQUIRED VALUES AND COMPETENCIES Core Values Core Behaviours
  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
  • Higher secondary education (High School diploma): at least 5 years of relevant professional experience
  • First-level university degree (Bachelor’s): at least 3 years of relevant professional experience
  • Experience using Microsoft Office (Outlook, Word, Excel), internet search engines, is required.
  • Experience with office procedures and practices, preferably within the UN 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.
  • Demonstrated ability in financial monitoring, including tracking expenditures, preparing financial reports, and ensuring compliance with budgetary guidelines is required.
  • Ability to maintain rigorous tracking of project expenditures, monitor budget execution against approved allocations, and ensure financial compliance is required.
  • Ability to assist in monitoring budget implementation, compiling financial data, and preparing budget projections using SAP and other digital tools to support programme and project administrations required.
  • Ability to retrieve and analyze project financial data, identify potential budgetary or implementation bottlenecks, and provide early warning to the supervisor, with clear recommendations for remedial action is required.
  • Experience working with Artificial Intelligence (AI) tools or platforms, particularly in automating workflows, data analysis, or improving operational efficiency is highly desirable.
  • 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
  • Model values consistently in decision-making and behaviour
  • Promote a culture of accountability, fairness, and ethical conduct
  • Create an inclusive, supportive, and transparent working environment
  • 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
  • Connect & Collaborate (Leadership Role) - Engage stakeholders constructively; Promote inclusive participation
  • Build partnerships and networks
  • Analyse & Plan (Strategic Leadership) - Identify strategic issues and risks; Set priorities, allocate resources, guide the team
  • Deliver Results (Performance Management) - Translate strategy into clear team deliverables; Define roles and expectations; Monitor performance and ensure accountability
  • Learn and Develop (People Management) - Coach and mentor staff; Foster psychological safety and continuous learning; Recognize and develop talent
  • Adapt and Innovate (Change Leadership) - Promote innovation culture; Encourage experimentation and learning; Lead change and support teams through transformation