PROJECT CONTEXT
On 21 May 2024, UNIDO Director General and Barbados Prime Minister signed a Joint Declaration on the establishment of the UNIDO-Barbados Global SIDS Hub for Sustainable Development. The office is located at the UN House in Bridgetown and aims to strengthen UNIDO’s support for the implementation of the Antigua and Barbuda Agenda for SIDS (2024-2034) within the Caribbean and small island developing states (SIDS) globally. The new UNIDO office will assist Caribbean countries and other SIDS in their aspirations to become diversified, digital, blue and green island economies. In this context, the hub will provide advice and technical services related to clean energy and circular economy, entrepreneurship and innovation, industry 4.0, quality infrastructure, smart agri-business and blue economy. Therefore, to kick-start the administrative and financial operations of the office, UNIDO is recruiting a Team Assistant to be located at the office in Bridgetown.
FUNCTIONAL RESPONSIBILITIES
Under the direct supervision of the UNIDO Representative and Director of the UNIDO office in Bridgetown, and in close cooperation with other project teams in the HQ, the Team Assistant provides assistance and general administrative support to the office and its projects, and is responsible for the following key functions:
- Perform general administrative tasks such as ordering office supplies, following up on budget queries, making various reservations as required, placing purchase requisitions, researching for information and reference material, organizing requests for formal editing, translation, layout, graphic design and arranging for printing services as well as the publication of documents, if and when necessary;
- Using SAP, when required, make arrangements for travel, prepare travel authorizations, ensuring that visas, security clearances, vaccination certificates, Laissez-Passer etc. are valid and in order. Assist in completing back-to-office mission reports and claim forms;
- Respond to moderately complex information requests and inquiries as necessary, as well as refer queries to appropriate personnel for handling;
- Assist in organizing the logistics for meetings prepare the necessary background documents and agendas’, liaise with counterparts on attendance assist in the preparation of presentation materials, book meeting rooms and take notes at meetings, if required;
- Keep track of pending matters, flagging deadlines and bringing urgent and important items to the attention of the supervisor;
- Maintain an up-to-date filing system (both hard copy and electronic);
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Perform any other related duties as assigned by the supervisor.
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.
MINIMUM ORGANIZATIONAL REQUIREMENTS
Education: Completed higher secondary education (high school diploma or equivalent), is required. Formal administrative/secretarial/clerical training or equivalent, 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 three (3) years of work experience in the related fields of the post, 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 with organizing meetings, workshops and conferences is desirable.
- Experience with the UN system or other intergovernmental organizations is desirable.
- Experience with SAP or similar ERP software is desirable.
Languages: Fluency in written and spoken English is required. Fluency and/or working knowledge of Spanish is desirable.
This appointment is limited to the specified project(s) only and does not carry any expectation of renewal.
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
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