Office Assistant

Organizational Context

The United Nations Industrial Development Organization (UNIDO) promotes industrial development for poverty reduction, inclusive globalization, and environmental sustainability. Its mission is to accelerate inclusive and sustainable industrial development (ISID) in Member States, aligning with the 2030 Agenda and SDG-9. The Directorate of Corporate Services and Operations (COR) manages UNIDO's resources and oversees corporate services, including administrative innovation, financial management, human resources, procurement, digitalization, facility management, and asset management. The Office of Administrative Innovation and Transformation (COR/AIT) specifically focuses on modernizing administrative services, fostering a risk culture, and supporting senior management.

Job Purpose

To provide administrative support within the Office of Administrative Innovation and Transformation (COR/AIT), assisting in the modernization of UNIDO's administrative services.

Responsibilities

Screen and manage incoming mail, draft correspondence, and follow up on pending matters. Screen phone calls and visitors, and respond to information requests. Draft, proofread, and edit routine correspondence. Provide procedural support for financial rules, administrative instructions, and policies. Utilize SAP for recruitment, payments, travel, and procurement actions. Arrange meetings and events, conduct research, and prepare administrative documents. Maintain filing systems and databases, and support the creation of simple information management systems. Assist in creating PowerPoint presentations.

Work Experience

A minimum of three years of work experience providing support to managerial or professional staff is required. Experience in office procedures within the UN system or a multicultural environment is desirable. Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and internet use is required. Experience with SAP or similar ERP software and AI tools is desirable.

Skills

Integrity, professionalism, respect for diversity, focus on people, results-orientation, accountability, effective communication, trust-building, innovation, and continuous improvement.

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