Team Assistant (Procurement)

​Requisition ID: 7203
Grade: G4
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: 51,384 EUR
Application Deadline: 07-Apr-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 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 financial, human resources, learning and staff development, procurement, information technology and general services to meet the service support needs of the Organization as a whole. Additionally, the Directorate manages the functions of the Ethics and Accountability Unit as well as oversees their operations. Furthermore, the Directorate provides guidance on personnel security and safety matters and ensures the overall coordination of UNIDO’s response in this regard.

The position is located under the Procurement Services (COR/PRO) that carries out all procurement, grants management and contracting services on behalf of the Organization relating to Headquarters, the Field, and technical cooperation activities. It increases procurement and grant efficiency and effectiveness with the aim to increase technical cooperation delivery; ensures that UNIDO continues to follow best practices in supply chain management and gains recognition as a leader in the field.

At the G4 level, the incumbent is expected to perform general as well as targeted processes focusing on basic service delivery and support services within the organizational environment and team. His/her interventions result in the focused process impact.

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, 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

In support to the goals of the African Continental Free Trade Area (AfCFTA) and within the framework of the ongoing European Union (EU) - African Union (AU) partnership, the EU (DG INTPA) approved the Action Document for the programme entitled ‘’Africa Trade Competitiveness and Market Access Programme (ATCMA), in the amount of EUR 205 mio in November 2022 financed under the Neighbourhood, Development and International Cooperation Instrument (NDICI). The ATCMA Programme will be developed through several regional components, 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. A single framework Action will ensure a structured approach and coherence between the different continental and regional components of the Programme, connect all these components, and maximise their coherence and joint impact with a common view to contribute to the AfCFTA and economic integration.

The overall focus of the Programme is on mature value chains in Sub-Saharan Africa, with market access challenges, through two pillars:

1. Supporting countries to benefit from trade opportunities by enabling them to conform with standards and technical regulations, requiring quality infrastructure and conformity assessment services: The programme will help the African countries to benefit from trade opportunities by being able to conform with standards and technical regulations, which requires establishing efficient testing, certification and accreditation mechanisms that conform to the requirements of the SPS and TBT agreements and benefit from international recognition.

1. Maximizing MSME export potential and access to new markets by overcoming constraints or developing enablers like value addition, and export capacities: In order to maximise MSMEs export potential and support them to enter new markets, the Programme will also address other market access constraints or enablers: enhance value addition and export capacities through marketing, labelling, branding strategies, sustainability and environmental issues, technology transfer and processing for export, business promotion through market linkages and capacitate trade and investment support institutions. Support will be provided both at institutional and policy level, as well as at private sector level, with a primary focus on selected key export-oriented regional priority value chains. Particular focus on intra-African exports as well as exports to the EU will be given, so regions can fully exploit their trade-driven growth potential, with a view to contribute to sustainable growth and jobs creation.

The Overall Objective (Impact) of ATCMA is to contribute to increase sustainable intra-African and EU-Africa trade.

The Specific(s) Objective(s) (Outcomes) of this Action are:

1. Enhanced market access for selected value chains

2. Enhanced export competitiveness for SMEs in selected value chains

The Outputs to be delivered by this Action are:

1.1 Market access barriers are identified and reduced

1.2 Quality compliance and standards are strengthened

1.3 Facilitate a value-chain revision mechanism

2.1 Enhance value addition and diversification

2.2 SME capacities and opportunities for business and export are enhanced

The ATCMA Programme will contribute in particular to SDG 8 (Promote inclusive and sustainable economic growth, employment and decent work for all) as well as to SDG 9 (Build resilient infrastructure, promote sustainable industrialization and foster innovation), SDG 12 (Responsible Consumption and Production) and SDG 5 (achieve gender equality and empower all women and girls).

Coordination among the continental and regional components will be ensured throughout the overall programme implementation.

ATCMA is covered by UNIDO through the following components:

• 240112 - Africa Trade Competitiveness and Market Access Programme (ATCMAP) – continental component
• 240104 - Africa Trade Competitiveness and Market Access Programme (ATCMAP) – Economic Community of West African States (ECOWAS) Programme
• 240108 - Africa Trade Competitiveness and Market Access Programme (ATCMAP) - Common Market for Eastern and Southern Africa (COMESA) regional programme
• 240111 - Africa Trade Competitiveness and Market Access Programme (ATCMAP) - Economic Community of Central African States (ECCAS)
• 240325 - Africa Trade Competitiveness and Market Access Programme (ATCMA) – SADC Regional Programme

The incumbent shall be responsible for providing COR/PRO’s support to the ATCMA Lead Division (TCS/SME), and Programme Managers from the other in-house Divisions implementing the ATCMA Programme activities, to ensure a smooth implementation of the Programme.

FUNCTIONAL RESPONSIBILITIES

Under the supervision of the First Reporting Officer and in close coordination with colleagues from TCS/SME (ATCMA Lead Division) , the Team Assistant provides administrative support in processing the complete procurement cycle for the following areas:

Support to operational procurement and grants management

• Assist in reviewing submitted shopping carts for completeness and accuracy;
• Assist in preparing case documentation and related due diligence work in procurement and grant cases that require international competition, restricted or geographically limited competition, or exception to competition (waiver);
• Assist in reviewing drafted technical specifications, terms of reference, and scope of work;
• Assist in drafting bidding documents for procurement and grants and in creating the relevant RFx event in SAP SRM, for review and clearance by the relevant Procurement Officer;
• Refer requests for clarification from potential bidders/grant beneficiaries to the relevant ATCMA Programme Manager/Allotment Holder for clarification, as necessary;
• Assist in preparing clarification and amendment notes to the bidding documents for procurement and grants, uploads cleared notes in SAP SRM;
• Assist in the preparation of bid opening protocols and in obtaining relevant signatures;
• Assist in reviewing qualification requirements, technical evaluation documents and performing the commercial evaluation for procurement and grant cases;
• Assist in the drafting of evaluation reports related to evaluation group proceedings;
• As needed, prepare draft procurement case submissions to the Procurement Committee for signature by the relevant Procurement Official and the Chief;
• Draft purchase order/contract/agreement document and create PO/contract in SAP SRM;
• Dispatch signed PO/contract/agreement documents to contractors/grant beneficiaries;
• Assist in the management of all open POs/contracts/agreements, including but not limited to reviewing adherence to contract terms and conditions, processing invoices for payment, etc.;
• Perform other related duties and assignments as required by the Chief and/or Contracts Officer – Team Lead, in line with the mandate of COR/PRO and the implementation of the ATCMA Programme.

MINIMUM ORGANIZATIONAL REQUIREMENTS

Education: Completed higher secondary education (high school diploma or equivalent) is required. Formal administrative training/certification or equivalent on Procurement and Supply Chain is desirable.

Technical and Functional Experience:

• A minimum of work experience in the relevant fields such as procurement, administration, accounting or finance, providing support to managerial or professional staff, is required, as follows:
  • Languages: Fluency in written and spoken English is required. Fluency and/or working knowledge of another official UN language(s) particularly French, is an asset. 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 3 years of relevant experience
    • First/second-level university degree (Bachelor’s/Master’s): at least 2 years of relevant experience
    • Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is desirable.
    • Experience and proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.
    • Experience with SAP or similar ERP software is desirable.