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.

Announcement Positions

• Location:Phnom Penh Capital
• Schedule:Full-time
• Salary:N/A

Post Level: SB3 – Local support
Type of Appointment: Individual Service Agreement
Employment Fraction: NonStaff-Regular

Duties

• Main Functions
• The Senior Administrative Assistant will provide financial management as well as procurement support to the project and is responsible for the following key functions:
• To undertake all procurement/financial management-related trainings and assessments under SAP/ERP and understand the UNIDO procurement procedures and EU eligibility criteria.
• To perform procurement and financial services for vendors and subcontractors, whenever necessary; to keep track of pending matters, follow up with procurement processes on deadlines.
• To implement the procurement and financial services of the project (e.g.: advise on budget revisions, perform obligation reviews, prepare of ToR, management of RFX, identify vendors, vendor management or any other procurement and financial management functions).
• To interpret and keep up to date of new UNIDO financial Rules and Regulations, EU eligibility criteria, and other instructions.
• To review and process Travel Requests and Expense Reports, keep track of expenditures, payments status, operational cash advances, straight expenditures; provide information and draw the supervisor’s attention to problems encountered and propose solutions.
• To use SAP modules related to the implementation of travel, procurement and financial management, and training/workshop execution.
• To process VAT claims from the tax department and keep the project team and HQs informed on the status.
• To participate in Operation Management Team (OMT) meetings and update the UNRC with any procurement, finance and security-related issues of the project and obtain clarification when required.
• To maintain an up-to-date filing system (both paper and electronic) and databases related to assets management and procurement as well as financial matters.
• To facilitate visa process and draft invitation letters for meeting and study tour participants, obtaining necessary background information (e.g. passport copies).
• Liaise with project team at HQ and UNDP Phnom Penh Office regarding clearance of disbursements and payments on time.
• Collect and compile all financial and procurement data and documents for bi-annual reports, annual reports and other reports as required.
• Monitor disbursements, commitments and budget allocations.
• Train the project team on routine processes such as preparation of travel requests, expense report, mission report and procurement related matters and review.
• To perform any other tasks, as assigned by CTA.

Requirements

• Core Competencies
• 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.
• 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 higher secondary education is required. Formal secretarial/clerical training or equivalent is desirable. Training in the field of procurement and finance 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 field relevant to the post.
• Languages
• Fluency in written and spoken English and Khmer is required.
• Field of Expertise
• At least 8 years of experience in administrative work related to procurement and finance is required.
• Experience of working in donor-funded projects or knowledge of UN financial/procurement procedures is strongly desired.

Application Information

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.

Visit theUNIDO website for details on how to apply.

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 disregards it. Vacant positions within UNIDO are advertised on the official UNIDO website. Should you have any questions concerning person

Learn more: https://www.unido.org/vacancies/senior-administrative-assistant-procurement-and-finance