UNIDO recruits 01 Project Administrative Assistant

UNIDO recruits 01 Project Administrative Assistant

United Nations Industrial Development Organization (UNIDO)

Project Administrative Assistant
Post Level: SB3 – Local support
Vacancy Announcement
Only nationals and/or permanent residents of the country of the duty station are eligible to apply. Female candidates are particularly encouraged to apply.
Vacancy Announcement No : VA2021_ISA_EXT_172
Duty Station : Egypt
Date of Issuance : 05 November 2021
Type of Appointment : Individual Service Agreement
Employment Fraction : NonStaff-Regular
Closing Date : 25 November 2021
Organizational Context
The United Nations Industrial Development Organization (UNIDO) is the specialized agency of the United Nations that promotes industrial development for poverty reduction, inclusive 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 as well as the Abu Dhabi Declaration adopted at the eighteenth session of UNIDO General Conference in 2019, is to promote and accelerate inclusive and sustainable industrial development (ISID) in Member States. The relevance of ISID 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 ISID, however, applies in greater or lesser extent to all SDGs. Accordingly, the Organization’s programmatic focus is structured in four strategic priorities: Creating shared prosperity; Advancing economic competitiveness; Safeguarding the environment; and Strengthening knowledge and institutions.
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 and quality-related activities; and (iv) convening and partnerships for knowledge transfer, networking and industrial cooperation. Such core functions are carried out in Departments/Offices in its Headquarters, Regional Offices and Hubs and Country Offices.
The Directorate of Environment and Energy (EAE), headed by a Managing Director, aims to integrate and scale-up the energy and environment activities focusing on supporting governments and industries to provide sustainable and resilient soft and hard infrastructure for industrial development, supporting industries to contribute to climate neutral circular economy, and supporting governments and industries in fulfilling national commitments under multinational climate and environmental agreements. The Directorate consists of the Department of Environment and the Department of Energy.
The Department of Environment (EAE/ENV) contributes to ISID and the implementation of the SDGs, in particular of SDG 9, by greening existing industries and products, as well as by facilitating creation of new green industries and products, and by minimizing resource use along value chains and during the lifetime of products, facilitating uptake of circular economy practices.
The Department promotes the concept of circular economy, sustainable design of products with less materials, being easy to maintain and incorporating longevity, industrial resource efficiency to improve the effective use of natural resources including in particular materials and water; assists developing countries and countries with economies in transition to achieve the objectives of and compliance with multilateral environmental agreements; reduces the release of industrial pollutants into the environment; and improves sustainable access to water for productive uses.
The Department encourages industrial development for economic growth that is sustainable, resource efficient, beneficial to the climate, and resilient as well as protective of the natural environment and human health, and keeps workers, communities and consumers safe. Its activities serve to improve competitiveness, as well as development of and access to markets, particularly for SMEs.
The Department acts as the focal point in UNIDO for various multilateral environmental agreements and multilateral co-operation in the field of the environment: the Montreal Protocol on Substances that Deplete the Ozone Layer; the Stockholm Convention on Persistent Organic Pollutants; and the Minamata Convention on Mercury; as well as other relevant international initiatives and conventions such as the Strategic Approach to International Chemicals Management (SAICM), and multilateral co-operation in initiatives like the Partnership on Action for Green Economy (PAGE) and the Green Growth Knowledge Platform (GGKP) and the Green Industry Platform (GIP). The Department coordinates its service delivery with the services offered by other technical departments, and other relevant organizational entities of UNIDO.
This position is located under the Industrial Resource Efficiency Division (EAE/ENV/IRE) on cost-sharing basis with the Agro-Industries and Skills Development Division (DTA/AGR/AIS) in the Department of Agri-Business.
The Industrial Resource Efficiency (IRE) Division is responsible for supporting capacity development of industry, government, environmental service providers, IGOs and NGOs to scale up and mainstream the production of greener products and adoption of resource-efficient and cleaner patterns of production and circular economy policies and practices that improve profitability of industries while creating social and environmental benefits. Greening of products and industrial processes and introduction of new business models along supply and value chains, as well as the promotion of Eco-Industrial Parks are core activities.
The Directorate of Digitalization, Technology and Agri-Business (DTA), headed by a Managing Director, coordinates and mainstreams the Fourth Industrial Revolution (4IR) in its technical cooperation, strategic, normative activities aiming at fostering the inclusive and sustainable development in the era of 4IR. The Directorate creates new and innovative technical cooperation deliverables in the areas of trade, investment, technology innovation and agro-industry and agri-business. The Directorate comprises the Department of Digitalization, Technology and Innovation (DTI) and the Department of Agri-Business (AGR).
The Department of Agri-Business (DTA/AGR) provides a range of technical cooperation services to assist developing countries add value to the output of their agricultural sector and generate employment opportunities in off-farm activities for rural communities, thereby contributing to increased food security and a sustainable reduction of poverty. The department provides support for the development of agri-business corridors in developing countries in collaboration with International Financial Institutions. The Department drives the Organization’s mandates of creating shared prosperity and advancing economic competitiveness. It supports initiatives to build human capital and raise total factor productivity through focused vocational training and industrial skills development activities. With its programmes, the Department addresses the root causes of migration and helps alleviate migration pressures at the origin.
The Agro-Industries and Industrial Skills Development Division (DTA/AGR/AIS) provides a range of specialized services and knowhow to address the specific needs of Member States in the industrial processing of non-food agricultural produce and technical skills development to provide their populations with sustainable livelihoods.
Project Context
The “Inclusive Green Growth in Egypt” (IGGE) project (ID 170146) contributes to the efforts of the Government of Egypt, and in particular the Ministry of Trade and Industry, to boost growth, productivity and job creation in Egypt, while at the same time safeguarding the environment. Concrete actions are being implemented by the project in the governorates of Luxor and Qena in at least five clusters and value chains related to sectors contributing to the development of a green economy, i.e. sustainable agriculture and food production, waste management, and sustainable energy.
The project supports MSMEs to improve productivity, innovation and growth, enhance the employability of young women and men in targeted sectors, and mainstreams green growth approaches into government policies and strategies.
The “Egyptian cotton project – Phase II” (ID 200084) is built on the successful results of the previous initiative, funded by AICS, “From cotton seeds to clothing: Enhancing the sustainability, inclusiveness and value addition of the cotton value chain in Egypt” and it aims at strengthening and upscaling the environmental, economic and social sustainability of the Egyptian cotton value chain.
This initiative, in partnership with the Ministry of Trade and Industry and the Ministry of Agriculture and Land reclamation, will focus on extending sustainable practices and related certification (BCI and organic) in new areas, as well as strengthening the capacities of cotton production stakeholders (growers, extension services, ginners) and relevant institutions. To support the development of the Egyptian cotton value chain, it is of paramount importance to provide skilled labour from production to processing, and therefore the project will support the embedding of the concept of quality and sustainability in existing educational curricula and trainings. The same concept of sustainability will be promoted at industrial level by raising awareness on greener technologies and related technical know-how, circular approaches in order to strengthen industry competencies coupling them with competitive production costs and a fully integrated local industry from ginning to ready-made-garments.
DUTY STATION: Cairo, Egypt
DURATION: 6 months
Main Functions
Under the supervision of the Project Managers, and in collaboration with the project teams, the Project Administrative Assistant provides secretarial and administrative support in the implementation of the projects.
To this end, s/he will have the following main duties:
1. Assist in the planning and organization of projects events, meetings and activities, including drafting of agendas, preparation of meeting minutes, circulation of relevant documentation, logistics arrangement as well as initiating and following up on all administrative procedures related to procurement which entails preparing shopping carts, purchase orders, confirmations and follow-up with relevant contractors and service providers. Ensure availability of complete documentation.
Output to be achieved :
– Projects events, meetings and activities are organized in a timely and accurate manner according to UNIDO rules and regulations
2. Initiate and follow up on all administrative procedures required for local procurement of project equipment and field office assets, as needed. These tasks include preparing shopping carts, purchase orders, confirmations and follow-up with relevant contractors and service providers, ensuring complete documentation, inventory control and property management, in line with UNIDO rules and regulations.
Output to be achieved :
– Local procurement actions, inventory control and management are performed according to UNIDO rules and regulations
3. Provide logistics support to project staff and consultants for travel arrangements, including reservations, UNDSS security clearance, travel authorizations requests/claims using SAP.
Output to be achieved :
– Logistics support is provided in a timely and accurate manner according to UNIDO rules and regulations
4. Keep track of project budget expenditures. Assist in budget revisions in line with UNIDO rules and regulations, as well as in reporting of in-kind contributions as requested by the donor.
Output to be achieved:
– Budget expenditures are recorded and budget revisions and reports prepared in a timely and accurate manner according to UNIDO rules and regulations
5. Assist in all administrative matters related to the management of the project field office in Luxor.
Output to be achieved :
– Effective and efficient administrative management of project field office is ensured according to UNIDO rules and regulations
6. Maintain files (both paper and electronic) and databases related to the projects’ activities.
Output to be achieved :
– Project files and databases are organized and updated regularly
7. Support knowledge management functions, e.g. assist in publications and communications tasks, maintain the project contacts database, circulate relevant information and keep parties abreast of knowledge developed, compile report abstracts that can be used for policy advocacy.
Output to be achieved:
– Knowledge management functions are performed in an effective and efficient manner
8. Screen phone calls and visitors. Respond to moderately complex information requests and inquiries as necessary, as well as refer queries to appropriate personnel for handling.
Output to be achieved:
– Phone calls and visitors are screened, request and inquiries are addressed in a timely and accurate manner
9. Prepare an end-of-assignment report detailing activities undertaken and related outputs, lessons learnt and recommendations, as per the present Terms of Reference.
Output to be achieved :
– End-of-assignment report approved by the Project Managers
10. Carry out any other tasks as requested by the Project Managers.
Output to be achieved :
-Tasks performed as required
Core 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.
Minimum Requirements
Completed higher secondary education (high school diploma or equivalent), is required. Formal secretarial/clerical training or equivalent is desirable. Credit towards total working experience may be considered on a year by-year- basis, up to maximum of four years, for a first university degree or equivalent diploma, in the field of political or social sciences, international relations or business administration.
Fluency in written and spoken Arabic and English is required.
Field of Expertise
– A minimum of eight (8) years of working experience in the related fields of the post, is required.
– Experience using Microsoft Office (Outlook, Word, Excel and PowerPoint) and internet, 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.
This appointment is limited to the specified project(s) only and does not carry any expectation of renewal.
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 dependants, under the procedures established by the Director General.
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 disregards 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:


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