Administrative and Events Assistant
 |
| Government-job Administrative and Events Assistant |
- Job Description
Requisition ID: 865
Grade: SB2 – Local support
Country: Pakistan
Duty Station: Islamabad
Category: Local Support Personnel
Type of job Posting: Internal and External
Employment Type: NonStaff-Regular
Duration (tentative): 5 months (over a period), with the possibility of extension
Application deadline: 23-Aug-2022
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 the 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 the country’s efforts toward 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 to a 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 several individual programmes, which are implemented holistically 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 Hubs, and Country Offices.
The Directorate of Environment and Energy (EAE), headed by a Managing Director, aims to integrate and scale up the energy and environment activities focusing on supporting governments and industries to provide sustainable and resilient soft and hard infrastructure for industrial development, supporting industries to contribute to climate neutral circular economy, and supporting governments and industries in fulfilling national commitments under multinational climate and environmental agreements. The Directorate consists of the Department of Environment and the Department of Energy.
The responsibility of the Department of Energy (EAE/ENE) is to assist Member States in the transition to a sustainable energy future under the overarching mandate of ISID, through the application of renewable energy for productive uses, adoption of the efficient use of energy 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 become an integral part of the Department’s activities.
The Climate Technology and Innovation Division (EAE/ENE/CTI) is responsible for supporting the Member States with access to and uptake of low-carbon, climate-friendly and clean energy technologies, innovations, and entrepreneurship. It focuses on supporting entrepreneurship and facilitating the establishment of conducive innovation systems. In addition, the Division is also responsible for supporting member states with enabling markets for low-carbon technologies and their use by industry and local communities, thereby contributing to climate mitigations and resilience in recipient countries.
This position is located in the Climate Technology and Innovation Division (EAE/ENE/CTI) within the Department of Energy (EAE/ENE), where the Private Financing Advisory Network (PFAN) is housed.
- PROJECT CONTEXT: (Project ID 150346)
The primary obstacles to the large-scale deployment of low-carbon, climate resilient technologies required are access to finance and a limited pipeline of investment-ready projects. The large investment flows to achieve the transition at the speed and scale necessary to meet global climate and energy challenges can only be achieved by leveraging the private sector.
PFAN matches financing with innovative low carbon, climate-resilient projects in developing countries and emerging economies with a small public investment through a low-risk, low overhead networking model based on fixed fee project development, transaction advisory services, and investor forums, meeting a need recognized in international development and climate circles. PFAN supports companies for low carbon, climate resilient projects in the areas of upstream technology development and downstream technology deployment.
It mobilizes the expertise of private sector companies in financing climate-friendly projects and technologies to screen business plans and select the most economically viable and environmentally and socially beneficial projects. For the entrepreneurs and businesses selected, PFAN provides guidance on economic feasibility, project structure, investment and financing, preparation of the business plan, and introductions to investors.
- Specifically, PFAN serves three functions:
Capacitate entrepreneurs and businesses to develop bankable projects;
Mitigate investor risk;
Mainstream investments in low carbon, climate resilient projects for sustainable development.
PFAN is active in various regions, where it directly responds to the urgent need for capacity building of project proponents as well as investors, and in parallel to the need for market, creation to help develop investment opportunities and stimulate the interest of market participants.
In particular, PFAN sources promising and mature projects of significant size (the typical deal size supported by PFAN is 1-50 m USD) and provides highly specialized technical assistance to support the project proponents in developing investment-ready proposals. These proposals are then introduced to prospective sources of finance.
PFAN aims to ensure that women and men have equal opportunities to benefit from and participate in its services. Promoting gender equality is not only beneficial from a societal point of view, but also from an economic and impact perspective. PFAN recognizes not only its responsibility but also the opportunity to engage with more women, more women-led businesses, and more gender-focused projects. The main objectives in this regard include:
To achieve greater, more sustainable, equitable outcomes and impacts efficiently and comprehensively by empowering women to actively contribute to and benefit from PFAN’s network and services.
To encourage every project supported by PFAN to be gender-responsive so that women and men’s resilience to and ability to address climate change, as well as access to clean energy, are equally enhanced.
To increase the pool of women-led and gender-focused projects in the clean energy and climate adaptation sector to reduce the gender gap of climate change-exacerbated social, economic, and environmental vulnerabilities.
In September 2021, PFAN launched a dedicated country-specific initiative in Pakistan, titled Pakistan Private Sector Energy (PPSE) activity. Funded by USAID, this activity aims to increase private investment for energy projects in Pakistan, with a focus on clean energy and energy efficiency achieving financial closure. PPSE is structured as follows:
Output 1: Supporting project developers to develop investment-ready propositions;
Output 2: Supporting financial institutions to assess and mitigate risk;
Output 3: Mainstreaming investments in low carbon, climate-resilient projects.
The Administrative and Events Assistant will work under the direct supervision of the Chief of Party and the PFAN Programme Manager. S/he is expected to closely coordinate with the PFAN team, including the Communications and M&E officer, Output Leads, and other members of the Network, as well as with REEEP as executing partner of PFAN.
FUNCTIONAL RESPONSIBILITIES
- ADMINISTRATIVE SUPPORT:
Screen incoming mail; provide relevant background/project information whenever necessary to supervisor(s); keep track of pending matters, follow up with other offices on deadlines;
Screen phone calls and visitors. Respond to moderately complex information requests and inquiries as necessary, as well as refer queries to appropriate personnel for handling;
Draft routine correspondence (both on TC-related and administrative matters); and put them into adequate style, language, and format; proofread documents and edit texts for accuracy, grammar, punctuation, and style by standard practices and in compliance with the UNIDO Correspondence Manual;
Using SAP, initiate and follow up on actions related to training and tours, purchasing equipment, travel authorizations requests/claims and deal with all related inquiries;
Perform general administrative tasks like arrangements for meetings and other events, reservations, budget follow-up, and research for information, and reference material. Prepare requests/documents, e.g. requisitions, purchase orders, travel requests/authorizations, expenditure authorizations, visa applications, etc.;
Maintain files (both paper and electronic) and databases related to work;
Perform any other related duties as assigned.
- EVENTS SUPPORT:
In close coordination with the Communications and M&E Officer:
Provide general logistical and administrative support to the PPSE Team;
Conduct research for potential meeting logistics and assist in the related procurement process- including venues, hotels, A/V suppliers, caterers and other arrangements;
Act as focal point for events (in-person and online) queries (via all channels: emails, phone, virtual platforms);
In coordination with REEEP, liaise with external suppliers, such as venue representatives and A/V crews to ensure delivery of contracted services and effective and efficient execution of all logistics for events;
Draft supporting documents, including timelines, weekly status updates, participants’ guides, logistic notes, etc;
Support events registration (updates, reporting, follow-ups, calls);
Support for planning meetings;
Support the preparation of delegate packs, event materials and pre-event information;
Administrative support for speakers and attendees (biographies, travel if applicable, etc.);
Liaise with the UN Protocols department and security office to ensure that the necessary protocols for inviting VIPs are in place and maintained;
Maintain and update relevant databases, spreadsheets and filing systems;
Provide onsite/online support to the events before, during and post-event, including assisting participants, and proactively handling any issues arising;
Other tasks and duties as may be required.
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 a maximum of four years, for a first university degree or equivalent diploma, in a relevant field.
- Technical and Functional Experience:
A minimum of six (6) years of experience in the private sector and/or an international organization, is required.
Experience in project administration or 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 in event coordination will be considered an advantage.
Experience using Microsoft Office (Outlook, Word, Excel), and internet search engines, is required.
Experience with office procedures and practices, preferably within the UN system or in a multicultural environment, is desirable.
Experience with SAP or similar ERP software is desirable.
Demonstrated ability to work well both independently and within a multicultural team.
Good command of information and communication technology.
Languages: Fluency in written and spoken English is required. Fluency and/or working knowledge of another official UN language is desirable. Knowledge of Urdu 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.
Core 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.
Administrative and Events Assistant Jobs 2022
Administrative and Events Assistant Jobs 2022 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 another 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:
recruitment@unido.org