Project Administrative Assistant

Requisition ID: ‎3187
Grade: SB2 - Local support
Country: Egypt
Duty Station: Cairo
Category: Local Support Personnel
Type of Job Posting: Internal/External
Employment Type: Non-staff Regular
Contract Duration: ‎5 months (with the possibility of extension)
Application deadline: ‎20-Dec-‎2023 , ‎11:59 PM (CEST)

Vacancy Announcement
TEMPORARY APPOINTMENT OF PROJECT PERSONNEL
Only nationals or permanent residents of the country of the duty station are
considered eligible.
Female candidates are encouraged to apply.
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
Divisions/Offices in its Headquarters, Regional Offices and Hubs and Country
Offices.

The Division of Circular Economy and Environmental Protection (TCS/CEP)
contributes to greener and more circular industries and products by minimizing
both resource use along value chains and the emission of pollutants to the
environment.

The Division promotes just transitions to circular economies, reduced release
of pollutants into the environment and other green industrial and economic
approaches to help Member States to grow economically while simultaneously
addressing the three planetary crises of climate change, biodiversity loss and
pollution. It does so by supporting resource efficiency increases in the
manufacturing and use of products along value chains and during the life cycle
of the product; by reducing or eliminating the emission of non-fuel-related
greenhouse gas emissions; and by assisting in achieving the objectives of and
compliance with multilateral environmental agreements. In doing so, its
activities further improve competitiveness, as well as the development of and
access to markets, particularly for SMEs. This contributes to climate-neutral,
resilient, pollution-free industrial development, supporting co-existence that
is in harmony with nature.

This position is located under the Circular Economy and Resource Efficiency
Unit (TCS/CEP/CER), which is responsible for supporting capacity development
to scale up and mainstream the production of sustainable products and adoption
of circular and resource-efficient, cleaner patterns of consumption and
production along value chains, circular economy policies, programmes and
practices, including circular business models that improve the profitability
of industries while creating social and environmental benefits. In addition,
it promotes nature-based solutions and ecosystem-based approaches for
inclusive and sustainable industrial development that support the co-existence
of industries in harmony with nature. In addition, it facilitates the design
of sustainable products made with fewer materials, with greater durability,
reliability, reparability, reusability and recyclability, and supports the
deployment of new business models that improve environmental performance.

The incumbent will work under supervision of UNIDO HQ project manager at
TCS/CEP/CER for the project ‎190152.

PROJECT CONTEXT

Project ‎190152: " Supporting the promotion of circular economy
practices on single-use plastic value chain "
The project will support the initiative of the Government of Egypt to reduce
plastic waste leaking into the environment, particularly by looking into
product design stage of single-use plastic products including packaging based
on circular economy practices. It will promote eco-design practices in
industry and encourage to adopt greener material, products, and production
process or greener technology as well as greener business models, with support
of enabling policy, regulations or economic tools, while minimizing any
adverse impact on the industry.
The expected outputs from the project are:
* Demonstration of policy measures/economic tools is supported to create market for sustainable alternatives of single use plastic items and to formalize informal sector in the plastic value chain.
* Awareness development and experience exchange events are organized for key stakeholders and competent authorities on sustainable production and consumption patterns achieved through circular economy practices on plastics.
* Technical assistance to SMEs in the plastic value chain and demonstration of technology to shift for production on greener single use items by applying circular economy practices, especially on product design, to promote reduce, reuse, recycle, are provided.

FUNCTIONAL RESPONSIBILITIES

Under the overall guidance of the Project Manager (PM) in TCS/CEP/CER in
Vienna HQ in cooperation with colleagues in the Egypt office, national and
international consultants and experts as well as project counterparts and
cooperating institutions, the Project Assistant (Egypt) will perform the
following duties:

Main Duties:
Administrative duties:
* Provide the necessary support to the PM and the project team (national project coordinator, experts, consultants, etc.) for the smooth day-to-day implementation of activities.
* Receive and record all incoming and outgoing correspondence and mail, keep track of pending matters, flagging deadlines and bringing urgent and important items to the attention of the PM.
* 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.
* 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 material; book meeting rooms and take notes at meetings, if required.
* Perform general administrative tasks such as ordering office supplies, making various reservations as required, placing purchase requisitions, researching for information and reference material, if and when necessary.
* Maintain an up-to-date filing system (both hard copy and electronic).
* Develop a database of contacts (including emails) of main partners, stakeholders, beneficiaries (SMEs and Conformity Assessment Bodies) and any other relevant actor for the project.
* Perform any other related duties as assigned.

Financial duties:
* Support processing straight expenditures invoices, verification of bank forms, and vendor confirmation through the EPR/SAP system.
* Prepare payment requests through the EPR/SAP system.
* Keep track of payment status to vendors and follow up when necessary.
* Keep track of project budget expenditures and ensure the accuracy of accounts reflecting the expenses incurred for the implementation of the project especially under OCAs/OEAs and subcontracts.
* Control expenses under OCAs/OEAs and ensure collect receipts and necessary documents to process them through the EPR/SAP system.
* Contribute to the preparation of the various financial reports.
* Track orders for office supplies and materials.
* Perform any other related duties as assigned.

Other ERP/SAP duties:
* Support creating travel request for project team members and expense report after the travel through the EPR/SAP system.
* Prepare a shopping cart through the EPR/SAP system, if requested.
* Support procurement processes, if requested.
* Provide inputs to IRPF on PPM, if requested.
* Keep good filing in the OpenTexts.
* Perform any other related duties as assigned.

Communication duties:
* Provide support to the project team to develop communication material (posters, brochures, newsletters, photos etc.) by collecting material and arranging logistics.
* Arrange for printing services and support the dissemination of communication material to all partners and stakeholders.

Carry out any other duties as assigned by the project manager.

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 six (‎6) years of work experience in the related fields of the post, is required.
* Experience and proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.
* 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 required.
* Experience with UNIDO SAP or similar ERP software is desirable.
* Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is desirable.

Languages: Fluency in written and spoken English and Arabic is
required.

REQUIRED 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.

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: [email protected]