Title: Project Assistant

​Requisition ID: 2674

Grade: G5

Country: South Africa

Duty Station: Pretoria

Category: Project-funded GS Type of Job Posting: Internal/External

Employment Type: Staff-Full-time Appointment Type: Fixed Term – 100 series Minimum Annual Salary: ZAR 373,482 Application Deadline: 15-Aug-2023, 11:59 PM (CEST)

Vacancy Announcement This post is for local recruitment only. THE APPOINTMENT IS LIMITED TO THE SPECIFIED PROJECT(S) ONLY AND DOES NOT CARRY ANY EXPECTATION OF RENEWAL.

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 Technical Cooperation and Sustainable Industrial Development (TCS), headed by a Managing Director, oversees the Organization’s development of capacities for industrial development as well as industrial policy advice, statistics and research activities and the Organization’s normative contribution to Member States and global development community in achieving the SDGs. The Directorate also ensures the application of strategies and interventions for sustainable industrial development related to Environment, Energy, SMEs, Competitiveness and Job creation, as well as Digitalization and Artificial Intelligence. Through coordination in-house and with Member States and industry stakeholders, it ensures that the services provided in these areas contribute toward effective and appropriate technical, business and policy solutions and are focused on results and on realizing any potential for scaling up and positioning UNIDO as a leading platform for industrial development in developing countries and global fora.

The Directorate houses the technical Divisions of Capacity Development and Industrial Policy Advice (TCS/CAP); Circular Economy and Environmental Protection (TCS/CEP); Decarbonization and Sustainable Energy (TCS/DSE); SMEs, Competitiveness and Job Creation (TCS/SME); and Digital Transformation and AI Strategies (TCS/DAS). The Directorate also ensures close coordination and collaboration among the Divisions as well as with relevant entities in the Directorate of Global Partnerships and External Relations (GLO) and the Directorate of SDG Innovation and Economic Transformation (IET).

This position is located under the Competitiveness, Quality and Compliance Unit (TCS/SME/CQC) which builds national and regional production and quality infrastructure systems, with an emphasis on providing internationally recognized services, facilitating SME participation in regional and global value chains; strengthening institutional quality infrastructure capacities (i.e. standardization, metrology, and accreditation); building conformity assessment capacities (testing, inspection, certification, calibration, etc.); and supporting trade facilitation and quality awareness with the public sector, economic operators and consumers, placing a special emphasis on capacitating SMEs.

At the G5 level the incumbent is expected to perform independent and specialized processes focusing on consistent service delivery and support services within the organizational environment and team. His/Her interventions result in process consistency.

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.

PROJECT CONTEXT

Since September 2018, the Global Quality Standards Programme (GQSP) has focused on strengthening the South African essential and vegetable oils value chain by leveraging the services of the enablers, which includes the National Quality Infrastructure (NQI), and strengthening conformity assessment services, supporting SME compliance to international standards and technical regulation and generally focus on promoting a culture of quality. The aim was to facilitate sustainable, profitable, and competitive market access for SMEs within the essential and vegetable oils sector by strengthening the quality of essential and vegetable oils exports from South Africa. Whilst the focus was on South Africa, other SADC Member States also participated and benefitted from events, webinars, conferences and training.

The GQSP-SA Phase II project will intensify the support to develop the essential and vegetable oils value chain with new systems and technologies whilst building on the foundation and success of the GQSP-SA Phase I project. Phase II aims to further strengthen the South(ern) African essential and vegetable oils value chain to enable sustainable and competitive market access for Small and Medium Size Enterprises (SMEs). Following a series of consultations with stakeholders, there was general agreement that the support for the essential and vegetable oils value chain and the project-focus species should continue given that the concept of quality and standards is a new concept to a large portion of SMEs in this industry. Three complementary outcomes for the GQSP-SA Phase II programme are:

•  Outcome 1: Technical competence and sustainability of the National Quality Infrastructure (QI) System is enhanced.
•  Outcome 2: SME compliance with international standards and technical regulations is strengthened.
•  Outcome 3: A conducive policy environment and culture for quality are strengthened.

Whilst the work that was initiated in Phase I will be intensified, new initiatives will be added e.g., digitalization, introduction of new technologies and support to the dtic for the development of a national quality policy for South Africa.

FUNCTIONAL RESPONSIBILITIES

Under the supervision of the Project Manager and in close cooperation with the project team in the HQ and field location, the Project Assistant provides administrative support and is responsible for the following key functions:

•  Perform general administrative and logistical tasks such as arrangements for meetings, events, trainings and workshops.
•  Prepare agenda and take minutes at project-related meetings, distribute to attendees for comment, prepare final draft for distribution.
•  Maintain a monitoring spread-sheet of all events, webinars, meetings, trainings showing the gender split on a continuous basis.
•  Assist with scheduling of meetings, events, trainings and workshops.
•  Assist with preparation of Tweets related to the project to be distributed before and after events, trainings and workshops.
•  Monitor disbursements, commitments and budget allocations and availability for the project.
•  Keep track of project budget expenditures; follow-up on status of contracts for the local project team, provide information on the project, draw the supervisor’s attention to problems encountered.
•  Interpret or consult to clarify the application of new financial and procurement rules and procedures, TC guidelines and other instructions.
•  Provide logistical support to international consultants, national consultants, and visiting UNIDO staff members and in organizing meetings, study tours and workshops at the field level and travel requests and expense reports when required
•  Prepare/compile relevant documents and when applicable using SAP, initiate and follow up on actions related to trainings and study tours, purchase of equipment/goods and services, travel requests/claims, recruitment, visa applications, and deal with all related inquiries in coordination with the project team at HQ.
•  Assist with the preparation of the work and budget planning for the project.
•  Assist in maintaining effective communication, coordination and working relations with the relevant counterparts, beneficiaries and stakeholders.
•  Assist with the preparation for the Stakeholders and National Steering Committee meetings, including providing support in drafting papers, statistics, reports and presentations by extracting/summarizing statistics.
•  Undertake computer based searches, compile background information for project-related activities.
•  Maintain project equipment inventories (both paper and electronic asset management) and ensure appropriate use.
•  Assist with on boarding of new project personnel (consultants).
•  Assist in drafting regular and/or ad-hoc reports on project activities.
•  Maintain files (both paper and electronic) and databases related to work.
•  Carry out ad-hoc assignments and research activities, as required.

MINIMUM REQUIREMENTS AND DESIRABLE CRITERIA

Education: Completed higher secondary education (high school diploma or equivalent), is required. Formal administrative/secretarial/clerical training or equivalent or on the job experience, 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 eight (8) years of work experience in the related fields of the post, is required.
•  Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is desirable.
•  Experience in conducting research and drafting of concept notes is desirable.
•  Experience in project administration, accounting and finance, providing support to managerial/professional staff and using administrative skills to assist in the execution of project development and implementation of work, 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 is required.

CORE VALUES AND KEY 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.

Female candidates are encouraged to apply. For further information on salaries, refer to the International Civil Service Commission website: https://commonsystem.org/cp/ 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 website 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: recruitment@unido.org