Senior Office Assistant

​Requisition ID: 7580
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: 30-Jun-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), headed by a Deputy to the Director General/Managing Director, 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 established 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 the 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.

The Division of Regional Bureaus and Field Coordination (GLO/RFO) coordinates the field representation and interventions of UNIDO in Member States and regions. Within this context, 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 and country programming, including Programmes for Country Partnerships – 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).

At the G-6 level the incumbent is expected to perform independent functions focusing on specialized service delivery and support services in advancement of the objectives of the Division, the Regional Bureaus, and by extension the field network. His/her interventions result in processes integrity.

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 First Reporting Officer, the Senior Office Assistant is responsible for the independent finalization of all administrative tasks relating to the management of the office and the subordinate Regional Bureaus.

• Cover the Division’s front desk and act as the coordinating focal point for all Regional Bureaus on routine administrative matters.
• Receive incoming requests and prepare the appropriate actions for supervisor’s clearance or signature; provide relevant background/project information whenever necessary to supervisor(s); keep track of pending matters and Divisional-level commitments, and follow these up with other offices, in particular Regional Bureaus, on deadlines.
• Draft routine and non-routine official correspondence, and act as the authority at the administrative level for the processing of official correspondence in accordance with the UNIDO Correspondence Guidelines.
• Independently prepare, when required, papers, statistics, reports and presentations by extracting/summarizing statistics; undertake computer-based searches, compile background information to assist in areas of the Division’s mandate such as field network management, Regional Bureau coordination, UN reform-related matters, country-level programming frameworks, UNCT participation, and similar.
• Organize all logistical aspects of internal meetings, and assist with the preparation of meetings, events or other engagements with external counterparts, including the delivery of appropriate protocol services.
• Make recommendations for improvements to the design and delivery of the work processes and practices, by focusing on the provision of defined services and seeking opportunities to improve the delivery of the service by collaborating or integrating processes or activities.
• Being knowledgeable in the overall service and proficient in all aspects of the work, provide advice and coordination of the work planning and implementation at the administrative level within the immediate work unit and direct team.
• Provide advice, solutions and answers to relevant inquiries on administrative matters from field offices related to the specialized services of the Division, and/or related to the application of administrative steps outlined in the UNIDO Field Handbook.
• Keep track of expenditures from the Divisional budget and/or projects in SAP; recommend and initiate appropriate actions (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 related administrative steps).
• Using SAP, initiate and follow up on administrative actions related to recruitment of staff and experts, personnel matters, training and study tours, purchase of equipment, payments, travel authorizations, visa applications, etc., and deal with all related inquiries.
• Retrieve substantive information on administrative matters and/or TC projects from the SAP modules which have been designed to support results-based management.
• Responsible for the initialization and monitoring of exercises related to the implementation of routine administrative operations and TC projects and programmes.
• 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.

• Maintain an up-to-date filing system (both paper and electronic) and databases related to work.
• Perform any other related duties as assigned by the supervisory structure.

MINIMUM REQUIREMENTS AND DESIRABLE CRITERIA

Education:

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

Technical and Functional Experience:

• A minimum of work experience in the relevant fields, involving advanced administrative or specialized support functions with a high degree of independence, is required as follows: Languages: Fluency in written and spoken English is required. Fluency and/or working knowledge of another official UN language, particularly French 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
  • Completed secondary education: at least 7 years of relevant experience
  • First-level university degree or higher: at least 5 years of relevant experience
  • Experience/proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.
  • Experience in office procedures and practices, preferably within the UN system or in a multicultural environment maintaining a field presence, is desirable.
  • Experience with SAP or similar ERP software is desirable.