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New Job Vacancy United Nations (UN) at UNIDO Tanzania – Project Assistant

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Project Assistant
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.
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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);
  • Follow
    up in coordination with the UNIDO Field office in Dar es Salaam for
    payments to suppliers and the VAT exemption procedure applicable to the
    United Nations;
  • Any other activity, in line with the job description, requested by the National Project Coordinator.

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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.

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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.

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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.
Complete the personal history form and apply to this job now.
The deadline for submitting the application is 05th May, 2022.

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