Senior Information Management Administrator (M365 & SharePoint Online)

​Requisition ID: 7567
Grade: G6
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: 68,788 EUR
Application Deadline: 01-Jul-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 Corporate Services and Operations (COR), headed by a Managing Director, is responsible and accountable for the management of UNIDO’s human, financial and material resources, ensuring the capacity of the Organization to fulfil its mandate. The Directorate oversees a full range of corporate services to meet the support needs of the Organization, acts as a custodian for corporate management policies, and promotes a culture of cooperation, service orientation and corporate excellence throughout the Organization to deliver efficient and effective high-quality work and enable tangible impact on the ground to achieve ISID worldwide.

The Digitalization, Innovation, and TC Optimization Services (COR/DIT) focuses on enabling the organization through innovative digital solutions and ensuring secure and efficient IT services. It will implement and oversee digital, and IT related initiatives aimed at optimizing TC delivery. It provides experimentation and innovation through a laboratory-based service. COR/DIT collaborates closely with all Directorates to enable digitalization, innovation and optimization of processes, thereby supporting greater synergy and integration.

The position is located under COR/DIT/DIG. COR/DIT/DIG is responsible for the operationalization and implementation of IT and digitalization strategies and solutions, for setting and enforcing common IT standards and best practices at UNIDO, and managing corporate IT services. The Unit, in close cooperation with relevant entities, shall ensure that applications and systems are implemented in an integrated, sustainable, and secure manner. The Unit shall also provide added value for the Organization based on cost-benefit considerations and deliver continuous improvement of the Organization’s IT operations.

At the G6 level the incumbent is expected to perform highly independent and specialized processes focusing on specialized service delivery and support services within the organizational environment and team. His/her interventions result in processes integrity.

The UNIDO Staff Performance Appraisal and Management System reinforces 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 Digitalization Team Lead and the overall guidance of the Chief, COR/DIT, the Senior Information Management Administrator will be primarily responsible for the operationalization of data governance, in particular leveraging M365 capabilities and SharePoint Online, collaborating with peers for the overall confidentiality, integrity, and availability of content stored in these platforms. Specifically, the Information Management Administrator will be responsible for the following:

Operationalization of Data Governance within M365 (Teams, OneDrive) and SharePoint Online (Intranet and dedicated document repositories)

• Support the operationalisation of UNIDO’s information management and data governance policies across Microsoft 365 and SharePoint Online, translating requirements into practical procedures and user guidance.
• Administer governance-related configurations for SharePoint Online sites, Teams/SharePoint-connected sites and OneDrive, including access controls, sharing settings and lifecycle processes in line with approved governance standards.
• Coordinate and perform periodic (e.g., annual) access reviews for SharePoint Online sites, Teams and OneDrive in line with governance requirements, including identifying content owners, collecting approvals, documenting outcomes and follow-up actions; ensure day-to-day access changes are executed by 1st level support based on approved requests.
• Support deployment, configuration and ongoing maintenance of Microsoft Purview capabilities, including sensitivity labels, label policies, auto-labeling (where applicable), and content classification.
• Support the implementation and monitoring of information protection controls such as Data Loss Prevention (DLP) policies, sharing restrictions, and safe collaboration patterns for internal and external users.
• Assist with records and retention governance in M365 (e.g., retention labels/policies) and support disposition processes in coordination with relevant business owners and compliance stakeholders.
• Support the definition and maintenance of metadata, taxonomy and content types (where used) to improve information findability, consistency, and compliance on SharePoint Online repositories and the Intranet.
• Conduct routine operational checks and follow up on alerts/issues related to data governance tooling (e.g., labeling/DLP policy effectiveness), escalating to technical specialists when needed and documenting outcomes.
• Collaborate with peers to ensure confidentiality, integrity and availability of content stored in Teams, OneDrive and SharePoint Online.

Integration & automation (current and future)

• Support the maintenance and continuous improvement of operational workflows supporting governance and information management in M365 and SharePoint Online, including repository provisioning, access requests, periodic reviews and housekeeping activities.
• Configure and maintain low-code automations (e.g., Power Automate) related to content lifecycle, notifications, approvals, and governance-related processes, ensuring appropriate controls, logging and documentation.
• Contribute to the definition and documentation of integration requirements between SharePoint Online/M365 and business systems (e.g., ERP solutions such as SAP) where future integration is planned, supporting testing, data mapping considerations and operational readiness.
• Maintain up-to-date technical documentation, standard operating procedures (SOPs) and knowledge base articles for automations and integrations, and coordinate with technical specialists for changes and incident resolution.

Perform any other related duties as assigned.

MINIMUM REQUIREMENTS AND DESIRABLE CRITERIA

Education:

Completed higher secondary education, high school diploma, or equivalent is required.

Credit towards total working experience may be considered on a year-by-year basis, up to a maximum of four years, for a higher degree education (including first university degree or equivalent diploma and/or master’s degree), in a relevant field to the post.

Technical and Functional Experience:

• Minimum of seven (7) years of experience in ICT and/or information management support is required, with at least 3 years directly supporting information management on M365 and SharePoint online platforms, covering tenant configuration, permissions, data protection tools, labeling, metadata/taxonomy, workflows, and user support. If in possession of a first-level university degree or higher, the minimum of five years of relevant work experience is required.
• A strong understanding of Microsoft cloud architecture, capabilities and administration tools is required.
• Hands-on experience in configuring and managing Microsoft 365 data protection and compliance tools, including Microsoft Purview is required.
• Hands-on experience in SharePoint Online information architecture, permissions management, lifecycle and records governance is required.
• Experience training end users and 1st level support (Service Desk) is desirable
• Experience with Windows Server and proficiency with MS SQL Server is desirable.
• Relevant professional certifications in Information Management (AIIM CIP, ARMA IGP, Microsoft Certified Information Security Administrator) are desirable.
• Experience with other documents, workflow, and enterprise search platforms, specifically SharePoint Online and Power Automate, is desirable.
• Experience with using and integrating AI tools and agents is desirable.
• ITIL 4 or 5 Certification is desirable.
• Good organizing skills and ability to prioritize work assignments, organize own schedule, perform routine work independently, act proactively, meet deadlines, and adapt to changing demands while following established procedures are required.
• Strong customer relations skills with the ability to analyze incidents and provide problem resolution support in a timely and efficient manner are required.
• Thorough understanding of relevant IT Service Management processes and practices, office procedures and practices, preferably within the UN system or in a multicultural environment, is required.
• Knowledge of office productivity applications (such as MS Office products), and a good understanding of computer systems, remote connectivity, and mobile devices is required.

Languages:

Fluency in written and spoken English is required. Fluency and/or working knowledge of another official UN language is desirable.

REQUIRED COMPETENCIES

Core Values

WE LIVE AND ACT WITH INTEGRITY: work honestly, openly and impartially.

WE SHOW PROFESSIONALISM: work hard and competently in a committed and responsible manner.

WE RESPECT DIVERSITY: work together effectively, respectfully and inclusively, regardless of our differences in culture and perspective.

Key Competencies

WE FOCUS ON PEOPLE: cooperate to fully reach our potential –and this is true for our colleagues as well as our clients. Emotional intelligence and receptiveness are vital parts of our UNIDO identity.

WE FOCUS ON RESULTS AND RESPONSIBILITIES: focus on planning, organizing and managing our work effectively and efficiently. We are responsible and accountable for achieving our results and meeting our performance standards. This accountability does not end with our colleagues and supervisors, but we also owe it to those we serve and who have trusted us to contribute to a better, safer and healthier world.

WE COMMUNICATE AND EARN TRUST: communicate effectively with one another and build an environment of trust where we can all excel in our work.

WE THINK OUTSIDE THE BOX AND INNOVATE: To stay relevant, we continuously improve, support innovation, share our knowledge and skills, and learn from one another.

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