Position: Project Assistant
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 Digitalization, Technology and Agri-Business (DTA), headed by a Managing Director, coordinates and mainstreams the Fourth Industrial Revolution (4IR) in its technical cooperation, strategic, normative activities aiming at fostering the inclusive and sustainable development in the era of 4IR. The Directorate creates new and innovative technical cooperation deliverables in the areas of trade, investment, technology innovation and agro-industry and agri-business. The Directorate comprises the Department of Digitalization, Technology and Innovation (DTI) and the Department of Agri-Business (AGR).
This position is located under the Quality Infrastructure and Smart Production Division (DTA/DTI/QIS). The Division seeks to build national and regional quality infrastructure systems needed to provide internationally recognized services, including strengthening institutional capacities (i.e. metrology, standardization and accreditation); building conformity assessment capacities (testing, inspection, certification, calibration, etc.); supporting small and medium enterprises (SMEs) to take advantage of new technologies and standards for smart production and thus participate in global value chains; trade facilitation and promoting quality awareness with the public sector, economic operators and consumers.
Project context: QUALITAN: Quality standards and compliance programme for the United Republic of Tanzania (project ID 210097).
The EU supports Tanzania under the BEGIN Programme: ‘Support for Business Environment, Growth and Innovation’. The overall objective of the programme is to promote inclusive economic growth, employment and innovation, particularly among women and youth, and enhance consumer protection. Under component 2, the specific objective (SO2) is to increase Micro, Small and Medium Enterprises’ (MSMEs) compliance with quality standards to widen market access, reduce standards compliance costs, and enhance consumer protection. The QUALITAN project implements SO2 of the BEGIN programme.
The project intervention under SO2 will focus on strengthening the capacity of the Tanzania Bureau of Standards, including the functioning and reach of laboratories, standardization activities, ICT and management of information systems. Support will be provided to MSMEs to comply with standards. The action will facilitate MSME to access to compliance testing, reducing compliance costs whether in monetary terms or time delays, and facilitate market accessibility and cross-border trade.
Ultimately, the intervention will also contribute to a better synchronization of various elements of the Quality Infrastructure. This project intervention will act in synergy with BEGIN SO1 and SO3 to ensure inclusion of capacity support to develop new standards for innovative products, and recommendations for policy reviews.
Duty station: Dar es Salaam, United Republic of Tanzania. Travel as required.
Duration (tentative): May to October 2022 (with possibility of renewal).
Main Functions
Under the supervision of the National Project Coordinator (NPC) in Dar es Salaam and the Project Manager in Vienna, the Project Assistant will ensure the implementation and monitoring of all field activities under his/her responsibility and in collaboration with the other experts and consultants recruited under the project.
He/she will be responsible for the main tasks outlined below:
1. Provide assistance in the administration of the projects:
- Ensure the organization and logistics of training sessions, seminars and awareness sessions (invitations, logistics, attendance sheets, equipment and necessary documentation);
- Ensure the organization and logistics of the meetings necessary for the implementation of the project (bilateral, tripartite and committee meetings);
- Ensure the organization of field missions of project experts and UNIDO/EU staff on mission in Tanzania and abroad (security visas, vehicle reservation, hotel reservation, pick-up at the airport, etc.);
- Carry out and monitor, in close collaboration with the National Project Coordinator UNIDO headquarters and UNIDO Field Office in Tanzania, the procedures for the purchase of goods and services within the framework of the project;
- Inform staff and experts of UNIDO’s administrative and financial procedures (request for quotes, financial authorizations, mission orders, etc.) and provide the necessary support to experts for the performance of their missions;
- Maintain the list of contacts of project partners, beneficiaries, experts and counterparts;
- Maintain the list of suppliers and service providers (database, documents, payments, etc.);
- Write, send and follow up on all correspondence with project counterparties;
- Ensure filing of project correspondence with national partners;
- Ensure the proper functioning of office equipment and materials as well as its maintenance;
- Ensure that the project is supplied with office supplies and other materials for its operation and make the necessary trips in the town of Dar es Salaam.
2. Provide assistance in the financial administration of the projects:
- Perform financial procedures according to established procedures using UNIDO’s SAP software;
- Contact service providers for the proper implementation of the project (request for pro-forma invoice, follow-up of deliverables, follow-up of payments, etc.);
- Assist the project coordinator in the financial monitoring of project expenses at the local level and in the organization of the filing of supporting documents (physical and online filing on Open Text);
- Ensure the maintenance of files for the filing of reports and supporting documents for the project;
- Support in payment requests, preparation of purchase files and confirmations of receipt of products in SAP;
- Maintain purchasing records and inventory;
- Prepare periodic accounting reports and assist in the preparation of project expenditure estimates;
- Monitor the supply and disbursements of the office cash (petty cash);
Core 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.
- 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.
Core Competencies:
- 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 Requirements
Education
Completed secondary education, such as high-school diploma, is required. 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 field relevant to the post.
Languages
Fluency in written and spoken English is required. Fluency and/or working knowledge of another official UN language, is desirable.
Field of Expertise
- A minimum of eight (8) years of working experience in the field of administrative and financial support in projects managed according to the procedures of the United Nations system or NGOs, or other multilateral or bilateral entities is required.
- Experience in 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 required.
- Experience and proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet are required. Mastery of meeting tools/solutions/ online training (Zoom and others).
- Experience with SAP or similar ERP software is desirable.
- Good communication, writing and analytical skills.
- Ability to establish good relations with partners and to produce rapid and adequate responses.
- Familiarity with the values, rules and working procedures of Government, the UN and/or NGOs, or other multilateral or bilateral entities.
- Ability to work under pressure.
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 dependants, under the procedures established by the Director General.
NOTE: The Director General retains the discretion to make an appointment to this post at a lower level.
Project Assistant
Complete the personal history form and apply to this job now.
The deadline for submitting the application is 05 May 2022.
