Project Assistant

​Requisition ID: 7634
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: 03-Aug-2026, 11:59 PM (Vienna, Austria time)

Vacancy Announcement
This post is for local recruitment only.
THE APPOINTMENT IS LIMITED TO THE SPECIFIED PROJECT(S) ONLY AND DOES NOT CARRY ANY EXPECTATION OF RENEWAL.

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 is responsible for the Division of Industrial Policy Advice and Capacity Development (TCS/IPC), and technical Divisions of Circular Economy and Green Industry (TCS/CEG), Energy and Climate Action (TCS/ECA), Climate Innovation and Montreal Protocol (TCS/CMP); MSME Competitiveness, Quality and Job Creation (TCS/SME); and Digital Transformation and Artificial Intelligence (TCS/DAI). Leveraging the diverse skill sets of UNIDO personnel and the services provided by the two TC directorates, TCS collaborates closely with IET to develop and implement programmes and projects, aiming at enhancing synergy and complementarity and maximizing UNIDO corporate performance and impacts on the ground. The Directorate also ensures close coordination and collaboration among the Divisions as well as with relevant entities in all Directorates across the Organization.

The Division of MSME Competitiveness, Quality and Job Creation (TCS/SME) works towards increasing the competitiveness of industries in developing countries and countries in transition, especially emphasizing business development of MSMEs engaged in manufacturing and creating jobs therein. It aims at increasing competitiveness among MSMEs in two interconnected ways: first, by modernizing businesses through the transfer of advanced technologies adapted to local conditions, product innovation, productivity improvement and upgrading, developing market and value chain readiness as well as improved access to finance; and second, by improving the quality of MSME manufactured products and their compliance with market requirements through capacity building for the development of industrial production and trade-related quality infrastructure including for standardization, metrology, accreditation and of conformity assessment service institutions (testing, certification, inspection and calibration) and the strengthening of their capacities.

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.

PROJECT CONTEXT

ID 240108 - Africa Trade Competitiveness and Market Access (ATCMA) Programme – COMESA

The EU-funded Africa Trade Competitiveness and Market Access (ATCMA) Programme, a Sub-Saharan African initiative aims at sustainably increasing intra-African and EU-Africa trade. In addition to a continental component, the programme comprises five regional components in the ECOWAS, COMESA, SADC, ECCAS and EAC regions, building on existing or previous regional programmes (WACOMP in West Africa, MARKUP in East Africa, PIQAC in Central Africa, RECAMP and SIPS in Southern Africa).

The programme is implemented jointly by UNIDO and the International Trade Centre (ITC).

ITC is the joint technical cooperation agency of the United Nations and the World Trade Organization (WTO) in charge of the sustainable promotion of trade and exports from developing countries and economies in transition. The ITC aims to make micro, small, and medium-sized enterprises (MSMEs) in developing countries more competitive in global markets, accelerate economic development and contribute to the achievement of the United Nations Sustainable Development Goals (SDGs). Thus, the organization contributes to creating jobs along product value chains and promising services sectors, especially for young people and women.

The overall focus of this four-year ATCMA COMESA Programme is to address market access challenges faced by selected value chains in the easter and southern African region, through two pillars:

1. The programme will spearhead the identification of trade barriers, being those tariffs, non-tariff barriers, as well as regulatory constraints, and support COMESA and its Member States in formulating and implementing targeted strategies to address these challenges. Further it will enhance the regional and national quality infrastructure systems by defining quality-related policies and good governance strategies and strengthening selected quality infrastructure institutions at the national and regional levels. As success hinges on complementing the overall governance with a robust value chain approach, the programme will focus on ensuring market access for specific target value chains to be selected through a consultative process.

1. The programme will prioritize the enhancement of export competitiveness as a crucial enabler towards trade development, anchoring its interventions around the strengthening of MSMEs capacities and ensuring their compliance with regulatory frameworks. A pivotal role will be played by the private sector and business associations that will facilitate the implementation of services aimed at enhancing export competitiveness and maximizing opportunities for MSMEs. Forward looking and innovative practices will be at the core of the programme’s approach. Moreover, the intervention will support the development of sustainable (green, blue, circular and climate-neutral) policies, strategies and actions for the target value chains. It will promote the development of clusters and consortia fostering resilient business alliances and reliable institutional networks, and support MSMEs access to innovative financing and investment solutions.

The programme is thematically structured into five components leading to 5 outputs as follows:

In relation to Specific Objective 1:

Output 1.1: Market access barriers identified and reduced

Output 1.2: Strengthened quality compliance and standards

Output 1.3: Value-chain revision mechanism facilitated

In relation to Specific Objective 2:

Output 2.1: Enhanced value addition and diversification

Output 2.2: Enhanced SME capacities and opportunities for business and export

While UNIDO is in charge of implementing output 1.2 and 2.1., ITC is responsible for the implementation of output 1.1, 1.3 and 2.2.

To ensure an overall coherent umbrella ATCMA framework, coordination and complementarity between the Continental component and sub-regional components will be ensured throughout the overall programme implementation.

FUNCTIONAL RESPONSIBILITIES

Under the supervision of the First Reporting Officer, the Project / Office 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 programmes (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. Provide support in the financial monitoring of the programme, including keeping 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.

• Provide administrative support in the management of large-scale procurement processes, ensuring compliance with UNIDO rules and donor requirements. Contribute to the preparation and of terms of reference making sure compliance with UNIDO templates, review of proposals for consistency with terms of reference, coordination of internal clearances, and follow-up on invoices and payments to ensure compliance with contractual deliverables.

• Using SAP, initiate and follow up on actions related to recruitment of staff, experts, training and study tours, purchase 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.

Technical and Functional Experience:

• A minimum of work experience in the relevant fields, including specialized administrative or operational support functions, is required as follows: 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
  Languages: Fluency in written and spoken English is required. Fluency and/or working knowledge of another official UN language, particularly French is desirable.
  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
  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
  • Completed secondary education: at least 5 years of relevant experience;
  • First-level university degree or higher: at least 3 years of relevant experience.
  • Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is desirable.
  • Knowledge of procurement and/or financing services, preferably within the UN system, is required.
  • Experience in supporting financial monitoring and reporting activities for projects and programmes, including budget tracking and expenditure reviews, is required.
  • Experience/proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.
  • Experience with SAP or similar ERP software is desirable.