Senior Information Management Administrator (M365 & SharePoint Online)
Requisition ID: 7567
Grade: G6
Country: Austria
Duty Station: Vienna
Category: General Service/Admin. Support
Type of Job Posting: Internal and External
Employment Type: Staff-Full time
Appointment Type: Fixed Term - 100 series
Indicative Minimum Net Annual Salary: 68,788 EUR
Application Deadline: 01-Jul-2026, 11:59 PM (Vienna, Austria time)
Vacancy Announcement
Female candidates are encouraged to apply.
UNIDO welcomes applications from qualified persons with disabilities. Reasonable accommodation will be provided to applicants and employees with disabilities to support full participation in the recruitment process and in the performance of their duties.
Functional Responsibilities
Operationalization of Data Governance within M365 (Teams, OneDrive) and SharePoint Online (Intranet and dedicated document repositories)
* Support the operationalisation of UNIDO’s information management and data governance policies across Microsoft 365 and SharePoint Online, translating requirements into practical procedures and user guidance.
* Administer governance-related configurations for SharePoint Online sites, Teams/SharePoint‑connected sites and OneDrive, including access controls, sharing settings and lifecycle processes in line with approved governance standards.
* Coordinate and perform periodic (e.g., annual) access reviews for SharePoint Online sites, Teams and OneDrive in line with governance requirements, including identifying content owners, collecting approvals, documenting outcomes and follow‑up actions; ensure day‑to‑day access changes are executed by 1st level support based on approved requests.
* Support deployment, configuration and ongoing maintenance of Microsoft Purview capabilities, including sensitivity labels, label policies, auto‑labeling (where applicable), and content classification.
* Support the implementation and monitoring of information protection controls such as Data Loss Prevention (DLP) policies, sharing restrictions, and safe collaboration patterns for internal and external users.
* Assist with records and retention governance in M365 (e.g., retention labels/policies) and support disposition processes in coordination with relevant business owners and compliance stakeholders.
* Support the definition and maintenance of metadata, taxonomy and content types (where used) to improve information findability, consistency, and compliance on SharePoint Online repositories and the Intranet.
* Conduct routine operational checks and follow up on alerts/issues related to data governance tooling (e.g., labeling/DLP policy effectiveness), escalating to technical specialists when needed and documenting outcomes.
* Collaborate with peers to ensure confidentiality, integrity and availability of content stored in Teams, OneDrive and SharePoint Online.
Integration & automation (current and future)
* Support the maintenance and continuous improvement of operational workflows supporting governance and information management in M365 and SharePoint Online, including repository provisioning, access requests, periodic reviews and housekeeping activities.
* Configure and maintain low‑code automations (e.g., Power Automate) related to content lifecycle, notifications, approvals, and governance‑related processes, ensuring appropriate controls, logging and documentation.
* Contribute to the definition and documentation of integration requirements between SharePoint Online/M365 and business systems (e.g., ERP solutions such as SAP) where future integration is planned, supporting testing, data mapping considerations and operational readiness.
* Maintain up‑to‑date technical documentation, standard operating procedures (SOPs) and knowledge base articles for automations and integrations, and coordinate with technical specialists for changes and incident resolution.
Perform any other related duties as assigned.
Minimum Requirements and Desirable Criteria
Education:
Completed higher secondary education, high school diploma, or equivalent is required.
Credit towards total working experience may be considered on a year‑by‑year basis, up to a maximum of four years, for a higher degree education (including first university degree or equivalent diploma and/or master’s degree), in a relevant field to the post.
Technical and Functional Experience:
* Minimum of seven (7) years of experience in ICT and/or information management support is required, with at least 3 years directly supporting information management on M365 and SharePoint online platforms, covering tenant configuration, permissions, data protection tools, labeling, metadata/taxonomy, workflows, and user support. If in possession of a first‑level university degree or higher, the minimum of five years of relevant work experience is required.
* A strong understanding of Microsoft cloud architecture, capabilities and administration tools is required.
* Hands‑on experience in configuring and managing Microsoft 365 data protection and compliance tools, including Microsoft Purview is required.
* Hands‑on experience in SharePoint Online information architecture, permissions management, lifecycle and records governance is required.
* Experience training end users and 1st level support (Service Desk) is desirable.
* Experience with Windows Server and proficiency with MS SQL Server is desirable.
* Relevant professional certifications in Information Management (AIIM CIP, ARMA IGP, Microsoft Certified Information Security Administrator) are desirable.
* Experience with other documents, workflow, and enterprise search platforms, specifically SharePoint Online and Power Automate, is desirable.
* Experience with using and integrating AI tools and agents is desirable.
* ITIL 4 or 5 Certification is desirable.
* Good organizing skills and ability to prioritize work assignments, organize own schedule, perform routine work independently, act proactively, meet deadlines, and adapt to changing demands while following established procedures are required.
* Strong customer relations skills with the ability to analyze incidents and provide problem resolution support in a timely and efficient manner are required.
* Thorough understanding of relevant IT Service Management processes and practices, office procedures and practices, preferably within the UN system or in a multicultural environment, is required.
* Knowledge of office productivity applications (such as MS Office products), and a good understanding of computer systems, remote connectivity, and mobile devices is required.
Languages:
* Fluency in written and spoken English is required.
* Fluency and/or working knowledge of another official UN language is desirable.
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.
* 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.
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