Team Assistant (Procurement)

​Requisition ID: 3128 
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
Minimum Annual Salary: 45,695 EUR 
Application Deadline: 12-Dec-2023, 11:59 PM (CET)  

Vacancy Announcement
This post is for local recruitment only.
Female candidates are encouraged to apply.

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 of 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 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 houses the Gender Equality and Empowerment of Women Unit and 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 and contracting services on behalf of the Organization relating to Headquarters, the Field, and technical cooperation activities.  It increases procurement 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.

FUNCTIONAL RESPONSIBILITIES

Under the supervision of the First Reporting Officer and in close coordination with other members of the team, the Team Assistant provides administrative support in processing the complete procurement cycle for the following areas:

Support to operational procurement

• Assist in reviewing submitted shopping carts for completeness and clarity;
• Assist in preparing case documentation and related due diligence work in procurement cases that require limited international or local competition, restricted competition or exception to competition (waiver);
• Assist in reviewing drafted technical specifications, terms of reference, and scope of work;
• Assist in drafting bidding documents 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 to the relevant Project Manager/Allotment Holder for clarification, as necessary;
• Assist in preparing clarification and amendment notes, uploads cleared notes in SAP SRM;
• Assist in the preparation of bid opening protocols and in obtaining relevant signatures for two envelope methods;
• Assist in the preparation of the review of qualification requirements, technical evaluation and commercial evaluation;
• Assist in the drafting of the evaluation report 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 document and create PO/contract in SAP SRM;
• Dispatch signed PO/contract documents to contractors;
• Assist in the management of all open POs/contracts.

• Perform other duties as assigned by the Chief and/or the Procurement Officer.

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.

MINIMUM ORGANIZATIONAL REQUIREMENTS

Education

Completed higher secondary education (high school diploma or equivalent) is required. Formal administrative/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 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

• A minimum of six (6) years of work experience in the relevant fields such as procurement, administration, accounting or finance, providing support to managerial or professional staff is required.
• 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.

Languages

Fluency in written and spoken English and French is required. Fluency and/or working knowledge of another official UN language(s), is desirable

NOTE: Eligible internal UNIDO applicants are required to have served at least one year in their current post if applying for a higher-level position. However, the seniority-in-grade requirements for applying for higher-level positions, as per paragraphs 18 and 78 of the HRMF, have been waived.

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