Title:  Administrative Assistant

​Requisition ID: 1762 
Grade: SB3 - Local support 
Country: Palestine, State of 
Duty Station: Ramallah 
Category: Local Support Personnel 
Type of Job Posting: Internal and External
Employment Type: NonStaff-Regular
Contract Duration: 31 December 2023 (renewable)
Application deadline: 06-Apr-2023  

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 particularly 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 Departments/Offices in its Headquarters, Regional Offices and Hubs and Country Offices.

The Directorate of Technical Cooperation and Sustainable Industrial Development (TCS) under the overall direction of the Director General, and in close collaboration with all relevant organizational entities within UNIDO, 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, Industrial Policy Advice and Statistics (TCS/CPS); 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).

The Division of Decarbonization and Sustainable Energy (TCS/DSE) under the supervision of the Managing Director of the Directorate of Technical Cooperation and Sustainable Industrial Development (TCS), and in close coordination with other organizational entities within UNIDO, assists Member States in the transition to a sustainable energy future through the application of renewable energy solutions for productive uses, adoption of the efficient concepts of energy use by industry and the introduction of low-carbon technologies and processes. In transitioning to a sustainable energy future, the challenges of addressing energy poverty and climate change are an integral part of the Division's activities, as is the dissemination of relevant knowledge and technologies and paths to plan, manage and finance the energy transition. It collaborates closely on relevant and converging issues with the Climate and Technology Partnerships Division (IET/CTP) and analytical and strategic matters with TCS/CPS and ODG/SPU.

This position is located under the Energy Systems and Industrial Decarbonization Unit (TCS/DSE/ESD) which focuses on promoting sustainable energy solutions and infrastructure for industrial development. It promotes industrial decarbonization through crosscutting solutions, such as optimized energy management systems and the deployment of renewable energy technologies. Bringing together the supply and demand side for disruptive energy solutions, both technical and business related, the Unit fosters transformative change on the system level driven by the convergence of key technologies such as distributed generation, digitization and storage. The Unit is also responsible for coordinating dialogues and partnerships at national, regional and global levels to promote disruptive energy solutions and shape policy change for this. Finally, the Unit positions UNIDO strategically in the global energy and climate change forums and coordinates the Global Network of Regional Sustainable Energy Centres and related partnerships.

PROJECT CONTEXT

The Palestinian leather and shoes sector, mainly concentrated in Hebron, has been impacted by the challenges and overall instability in the region and consequent economic decline. The entry of international competitors into the market with cheaper, low-quality products has also severely affected the industry's production capacity, which have dropped from 1,000 workshops to 300, and from 30,000 workers to 2,500, with relevant losses in terms of production capacity and skills. Therefore, it is critical for the industry to invest in new technologies and further capitalize on differentiation through quality and scalability by deploying innovation and creativity targeting improved production and positioning of the Hebron footwear and leather in both internal and external markets.

It is within this context that the Project main objective is to increase the competitiveness and turnover of the Footwear Value Chain in Hebron through the development of a Sustainable Shoe Village, in line with National Industry Cluster Strategy adopted by the Government of Palestine. Conceived as an integrated hub aimed at favoring the industrial symbiosis of local leather and shoes industries and promoting technological upgrade and export facilities, the Sustainable Shoe Village will offer infrastructure for the local footwear industries and, through its Common Facility Center, will contribute to update their production and skills and finally support the competitiveness and reach out to new local and international markets.

Concentrated in the Hebron area, the Palestinian footwear supply chain has lost its production capacity over the past few decades. Facilitated by the absence of customs barriers, foreign competition has succeeded to attract local demand with cheap, low-quality shoes. Despite their large production capacity, factories work on the 30% of their capacity. The current restrictions on the movement of goods have also impacted, especially when it comes to materials supply and internationalization. In addition, the sector lacks professional and up-to-date shoe designers and model makers. With very few new models introduced in the market, plagiarism is a common practice that discourages the development of an effective industrial clustering.

To overcome these difficulties by means of contributing to the development of a sustainable, integrated, innovation-led, income-generating, and labor-intensive and decarbonized value chain, the Project will design an eco-friendly industrial village. Concerted with the Project’s stakeholders, a 20–40 hectare masterplan will be developed to provide a cohesive conceptual layout of the Sustainable Shoe Village together with its facilities and infrastructures. Sustainable energy solutions will be integrated in the masterplan and combined with resource efficiency and circular economy practices. Trade, export, legal, and promotion facilities will be also integrated in the Sustainable Shoe Village design as cross-functional drivers for market growth. The construction site of the Sustainable Shoe Village will be identified by the Hebron Federation of Industries, which will grant the plot of land to the Project, while the Government of Palestine will implement its off-site infrastructures.

A bespoke green building for the Common Facility Center will be designed and constructed to provide the Sustainable Shoe Village with a sustainable hub where up-to-date equipment is available for value chain members and beneficiaries and Research and Development (R&D) activities can be conducted to promote product innovation and technology upgrade. The Common Facility Center will benefit from a research center, a fully equipped design center, a prototyping laboratory, and a testing facility for materials and shoes that will be recognized as an official Accreditation Authority by the State of Palestine. The equipment of the Common Facility Center will include machineries on demand, software for footwear design and pattern engineering, laboratories for sketching and designing, and sewing stations. Supply linkages with leading international footwear equipment producers and providers, together with international footwear schools and training centers, will be established to provide the Common Facility Center with up-to-date and customized equipment and expertise, in line with international design and production trends. Training facilities will be complementing the technical laboratories, providing an integrated platform that will contribute to address the needs to foster design capacities and favor innovation process. The building will be designed to ensure a low carbon footprint, including water, managed through smart digital technologies as applicable, while sustainable energy solutions will be implemented through energy efficiency measures and clean energy technologies.  

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/Administrative 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.
• Monitor disbursements, commitments and budget allocations and availability for the projects.
• 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 Steering Committee meetings, including providing support in drafting papers, statistics, reports and presentations by extracting/summarizing statistics; undertake computer based searches, compile background information.
• Maintain project equipment inventories (both paper and electronic asset management) and ensure appropriate use.
• Assist with on boarding of new project personnel.
• Assist in drafting regular and/or ad-hoc reports on project activities.
• Carry out ad-hoc assignments and research activities, as required.
• Maintain files (both paper and electronic) and databases related to work.

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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 first university degree or equivalent diploma, in a relevant field.

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 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. Fluency and/or working knowledge of another official UN language, particularly Arabic is required.

Interested and qualified candidates can apply online through Apply Now-button below