Project Assistant at United Nations Industrial Development Organization (UNIDO)

FUNCTIONAL RESPONSIBILITIES

The Project Assistant is located at African Organisation for Standardisation (ARSO) Central Secretariat, Nairobi and will work under the overall supervision of the Project Lead Manager at UNIDO Headquarters Vienna (who she/he will report to) and under the direct supervision of the Regional Quality Infrastructure (QI) Lead Expert at ARSO Central Secretariat, Nairobi. The Project Assistant provides support in the administration of the programme as well as secretarial and administrative support and is responsible for the following key functions:

• Screen incoming mail and draft replies for supervisor’s signature on non-technical aspects; provide relevant background/project information whenever necessary to supervisor(s); keep track of pending matters, follow up with other offices on deadlines;
• Screen phone calls and visitors. Respond to moderately complex information requests and inquiries as necessary, as well as to refer queries to appropriate personnel for handling;
• Draft routine correspondence (both on TC-related and administrative matters); and put them into adequate style, language and format; proofread documents and edit texts for accuracy, grammar, punctuation and style in accordance with standard practices and in compliance with the UNIDO Correspondence Manual; Prepare and dispatch project-related correspondence to other agencies;
• Assist in or monitor exercises related to the project intervention (e.g.: budget revisions, obligation reviews, re-phasing, extension or completion of projects, issuance of new project allotment documents/due sub-allotments, TC allocations and monitoring related exercises). Interpret or consult to clarify the application of new financial procedures, TC guidelines and other instructions. Keep track of project budget expenditures; assist in budget revisions; complete justification for budget revisions; provide information on the project, draw the supervisor’s attention to problems encountered. Retrieve information on TC projects from the SAP PPM module that has been designed to support results-based management;
• Facilitate project-related functions and/or events undertaken by ARSO and the Project Management Unit (PMU) at UNIDO, including activities not limited to registrations, coordination of travel and accommodations, preparation of materials, manuals and database management;
• Assist in the preparation of papers and presentations by extracting/summarizing statistics and other related information; compile and organize information and reference materials from various sources for reports, meetings, etc.;
• Using SAP, initiate and follow up on actions related to recruitment of experts, training and study tours, purchasing equipment, travel authorizations requests/claims and deal with all related inquiries;
• Perform general administrative tasks like arrangements for meetings and other events, reservations, budget follow-up, research for information and reference material. Prepare requests/documents, e.g. requisitions, purchase orders, travel requests/authorizations, expenditure authorizations, visa applications, etc.;
• Schedule and coordinate meetings, events, interviews, appointments, and other similar activities for supervisors, and assigned others;
• Assisting the Programme’s communication and visibility activities;
• Maintain files (both paper and electronic) and databases related to work;
• Perform any other related duties as assigned.

MINIMUM ORGANIZATIONAL REQUIREMENTS

Education: 

• Completed higher secondary education (high school diploma or equivalent), is required. Formal administrative/secretarial/clerical training or equivalent, is desirable. Training in any of the following will be an asset: project management, results-based management, monitoring and evaluation
• 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 a relevant field.

Technical and Functional Experience:

• A minimum of eight (8) years of relevant working experience in the private sector and/or an international organization, is required.
• Experience using Microsoft Office (Outlook, Word, Excel), internet search engines, 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.
• Events Planning/Coordination experience is desirable.
• Good organization and priority management skills are desirable.
• Strong interpersonal skills with the ability to interact effectively with groups of diverse individual are desirable.
• Experience with SAP or similar ERP software is desirable.

Languages: Fluency in written and spoken English is required. Working knowledge in French is a strong asset.