Senior Office Assistant at The United Nations Industrial Development Organization - UNIDO

Main Responsibilities 

• Under the supervision of the UNIDO Representative, the Senior Office Assistant provides administrative support to the country office and be responsible for the following key functions:
• Screen and prioritize incoming correspondence and requests; draft replies or prepare actions for the UR’s or supervisor’s signature on non-technical matters, ensuring accurate background and project-related information is provided; track pending actions and follow up with internal and external counterparts to meet deadlines.
• Draft, format, proofread and finalize routine and non-routine correspondence, reports and official communications related to administrative and Technical Cooperation matters, ensuring compliance with the UNIDO Correspondence Manual and established style standards.
• Respond to complex information requests and inquiries within own area of responsibility and appropriately refer matters requiring specialized or technical input to relevant officers.
• Assist in the preparation of reports, papers and presentations by compiling, extracting and summarizing data and statistics; conduct computer-based searches and compile background information to support project identification, formulation and reporting.
• Provide comprehensive administrative and financial support to Technical Cooperation activities, including maintaining records of programme and project portfolios under implementation, supporting evaluation missions, and organizing workshops, meetings and other events.
• Monitor and manage operating costs and project-related expenditures, including processing payments through the Imprest Account; perform actions related to procurement, liaise with local suppliers, monitor petty cash transactions, and support the recruitment of local support staff, in accordance with UNIDO rules and procedures.
• Using SAP, initiate, process and follow up on actions related to recruitment, consultants and experts, training and study tours, procurement of goods and services, travel authorizations and claims, and payments; respond to related queries and ensure timely completion of transactions.
• Support the Representative and Project Managers in monitoring financial resources and budget utilization, and in the execution of administrative, personnel, procurement, financial and travel actions using SAP Project Portfolio Management (PPM).
• Contribute to UN coordination initiatives by liaising with UN Country Teams, other UN agencies and relevant inter-agency mechanisms (e.g. Security, Operations Management Teams), as required.
• Manage office assets and supplies, including maintaining inventories of office and ICT equipment within the allocated budget, and ensuring their efficient utilization to support smooth office operations.
• Maintain accurate and up-to-date filing systems and databases (both electronic and paper-based) to support effective information management and audit readiness.
• Support the onboarding of newly hired colleagues by providing briefings and on-the-job training on administrative procedures, office workflows and communication standards.
• Carry out ad hoc assignments and research activities, and perform other related duties as required by the UR.

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.

Requirements
Education:

•  Completed higher secondary education, high school diploma or equivalent is required. Formal administrative/secretarial/clerical training or equivalent is desirable.

 Technical and Functional Experience:

• A minimum of seven (7) years of relevant working experience in providing support to managerial/professional staff and using administrative skills is required. Candidates holding a first‑level university degree or higher must have at least five (5) years of relevant work experience.
• Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is required.
• Experience/proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.
• Demonstrated experience in interpreting and applying relevant rules, regulations and policies within an organizational context is desirable.
• Experience with SAP or similar ERP software is desirable.

Language Skills:

• Fluency in written and spoken English and Spanish are required.  Fluency in or working knowledge of other official language (s) of the United Nations is desirable.