VACANCY ANNOUNCEMENT
INTERNAL/EXTERNAL
This post is for local recruitment only.
Vacancy Announcement No: VA2014_GS_EXT_000046
Duty Station: Kinshasa, Democr. Republic of the Congo
Date of Issuance: 23 April 2014
Functional Title: Office Assistant
Organizational Unit: Country Office in Dem. Rep of the Congo Bureau for Regional Programmes Prog. Dev. & Tech. Cooperation Division
Grade: G5
Indicative Minimum Net Annual Remuneration: US$ 19,792.-
(for further information on salaries, refer to the International Civil Service Commission website: http://icsc.un.org/secretariat/sad.asp?include=ss)
Type of Appointment: Fixed Term (100 series)
Employment Fraction: Staff-Full-time
Closing Date: 13 May 2014
Organizational Context
The United Nations Industrial Development Organization (UNIDO) is a specialized agency of the United Nations. Its mandate is to promote and accelerate sustainable industrial development in developing countries and economies in transition, and work towards improving living conditions in the world’s poorest countries by drawing on its combined global resources and expertise.
The Programme Development and Technical Cooperation Division (PTC) is responsible for providing Technical Cooperation (TC) services on technological and economic issues covered by UNIDO’s mandate in developing countries and countries with economies in transition. The Division is made up of six technical Branches and of the Field Offices which comprise UNIDO’s field presence in the regions supported by the Organization. The Division further houses the Bureau for Result Monitoring as well as the Bureau for Regional Programmes.
The UNIDO Country Office in the Democratic Republic of the Congo based in Kinshasa covers the UNIDO programme in the Democratic Republic of the Congo. The overall objectives of the office are: (i) monitoring the substantive activities and resources of the UNIDO programmes/projects in the countries of coverage as well as leading the delivery of high-level technical cooperation services based on identified needs, priorities and demands in the countries, within the framework of the UNIDO mandate; (ii) strengthening dialogue with governments, the private sector, UN organizations, bilateral and international assistance providers, including Development Finance Institutions and Regional Commissions, to coordinate and mobilize resources for programmes and projects; (iii) leading the UNIDO programmes in the specific areas of UNIDO competencies (iv) providing representational, programme leadership, resources mobilization and management functions for industrial information/knowledge in the country; (iv) ensuring the engagement of UNIDO in UN common country planning, programming, funding, monitoring and evaluation activities and to actively contribute to the establishment of the CCA/UNDAF and the consequent joint implementation activities.
The main objective of the position is to ensure the daily technical and representational operations of the country office and therefore contribute to achieving the above objectives by providing secretarial and administrative functions as well as clerical and logistic support services in respect of Technical Cooperation.
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.
Main Functions
The incumbent works under the direct supervision of the UNIDO Representative.
Function 1: Execute the administrative tasks to maintain day-to-day running of the Country Office: Composed of a variety of tasks left at the initiative of the incumbent: monitor the supervisor’s calendar, receive external visits, prepare routine correspondence in English and French and all logistics for travel arrangements, ensure logistical support to HQ staff on mission, maintain an updated archiving system in both paper and electronic forms, keep updated directories of local counterparts and bodies, keep Field Office inventory of assets, etc.
Function 2: Monitor the yearly regular budgetary allocation (Operating Costs) and release all payments for Technical Cooperation (TC) related activities through UNDP or Imprest Account; execute actions regarding procurement and deal with local suppliers, process recruitments of local support staff, monitor petty cash transactions. The incumbent acts independently based on the UNIDO Representative’s instructions (written and verbally) but submits all final actions to the UNIDO Representative for approval (signature of contracts and payments) according to UNIDO’s financial rules on accountability.
Function 3: Assist Representative/Project Managers in the delivery of Technical Cooperation Activities including keeping records of the portfolio of programmes under implementation in the country and countries of coverage; ensure logistics for evaluation missions; support in the organization of workshops, events or any promotional activity; advise on financial resources required as well as assist in the monitoring of budget and execution of all administrative, personnel, procurement, financial, travels using SAP Project Portfolio Management (PPM).
Function 4: Act as Focal Point for diffusing information, provide assistance/support and training to local staff in the implementation of SAP – The incumbent will act as a focal point to train and help other staff in the field office in the use of the UNIDO ERP (SAP System) and liaise with the responsible HQ/PTC staff and HQs HRM/Training team.
Function 5: Assist the Representative in executing joint tasks related to the UN coordination initiatives, by liaising with the UN Country Teams, other UN agencies and support the office in the country for Security, UN system-wide Operations Management Teams (OMT), UNDP etc.
Core Competencies:
Results orientation and accountability. Planning and Organizing. Communication and Trust. Team Orientation. Client Orientation. Organizational Development and Innovation.
Core Values: Integrity. Professionalism. Respect for Diversity.
Minimum Requirements
Education:
Completed secondary education, secretarial/accounting diploma or equivalent
UNIDO Languages:
English (Fluent), French (Fluent).
Field of Expertise:
A minimum of eight (8) years of experience in a UN agency, embassy or an international organization.
Several years of experience in a related position providing secretarial, clerical and administrative support to managerial/professional staff preferably within the UN system or in a multicultural environment, including experience in project administration, accounting and finance.
Proficient use of processing tools such as Microsoft Office package. Knowledge of SAP an asset. Good drafting and organizational skills.
NOTE: THE INITIAL APPOINTMENT WILL BE UNTIL 30 JUNE 2016.
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. Visit the UNIDO web site for details on how to apply: www.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: [email protected]
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. Visit the UNIDO web site for details on how to apply: www.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: [email protected]
