Administrative Assistant, GS-5

Vacancy Announcement

Secretariat of the International Renewable Energy Agency (IRENA)

IRENA Innovation and Technology Centre (IITC)

Publication/Transmission Date:                 22 June 2022  

Deadline For Application:                            21 July 2022 (at midnight, Abu Dhabi local Time)

Title and Grade:                                            Administrative Assistant, GS-5

Indicative Annual Salary:                             Euros 37,167 to 43,863 plus provident fund

Duration of Appointment:                          Two years (with possibility of extension subject to availability of funds)

Duty Station:                                                 Bonn, Germany

The International Renewable Energy Agency is an inter-governmental organisation headquartered in Abu Dhabi, mandated to promote the widespread and increased adoption and sustainable use of all forms of renewable energy in the pursuit of sustainable development, energy access, energy security and low-carbon economic growth and prosperity. IRENA’s mission is to play a leading role in the ongoing transformation of the global energy systems as a centre of excellence for knowledge and innovation, a global voice of renewable energy, a network hub for all stakeholders and a source of advice and support for countries. At present, IRENA has 167 Members (166 States and the European Union) that acceded to its Statute, and 17 additional States in the process of accession and actively engaged. 

IRENA Innovation and Technology Centre (IITC) is responsible for the provision of the means for an accelerated renewable energy technology uptake, considering national conditions of resource endowment, social and economic frameworks. In accordance with the IRENA Statute, activities in this field include analysis of renewable energy technology policies; dissemination of information and increased awareness; technologies and equipment overview and assessment of success-failure factors; improved pertinent knowledge and technology transfer, and joint RD&D and provision of information about the development and deployment of national and international technical standards in relation to renewable energy.

Assignment and Responsibilities

Under the guidance of the Director and the Deputy Director of IITC, the Administrative Assistant will assist IRENA in the overall management of the office of the Director and will be responsible for the following duties:

• Manage and file the incoming and outgoing correspondence of the Division;
• Review, drafts and proof-read correspondence;
• Assist with the preparation of briefing folders and notes;
• Support with scheduling, coordination and organization of meetings, speeches among other; including preparing agendas, providing supporting information as required;
• Support with travel preparations such briefing documents, scheduling meetings, preparing travel request among other;
• Maintain a log of invitations, meeting requests, speaking engagements for the Division;
• Take minutes of meetings as requested; 
• Supports with stakeholder management and communication;
• Supports with external communication and outreach activities as required; 
• Liaise with host country and members, upon request;
• Supports with monitoring and tracking of outreach initiatives;
• Coordinates extensively with IITC units and liaises frequently with staff both in Bonn and at Headquarters in Abu Dhabi; 
• Supports with streamlining communication and exchanges with HQ;
• Perform other duties as required
    

Competencies

• Professionalism: Knowledge of information technology and applications, including computer system networks. Good technical skills, ability to conduct network maintenance, provide server services and user support. Shows pride in work and in achievements; demonstrates professional competence and attention to detail; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with challenges; remains calm in stressful situations.
• Planning and Organising: Develops clear goals; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees possible difficulties and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently; remains on-task and focused.
• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors on-going developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to clients.

Qualifications

Education: High school diploma or equivalent. Post-secondary education/courses in administration, public relations or related fields would be an asset. 

Experience/Skills: A minimum of five (5) years of progressively responsible working experience in general management, public administration is or related areas. Previous work experience in international institutions, the diplomatic service, or other governmental entities is an asset. Ability to manage competing priorities and demonstrate good judgment when faced with stressful situations is an asset. 

Languages: Excellent command of written and spoken English is required. Knowledge of other languages is desirable.

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Qualified candidates must apply for the above-mentioned vacancy on-line, through IRENA’s recruitment platform, Taleo by submitting a complete and comprehensive CV and a letter of interest, including details of three professional references who will be contacted if their application is shortlisted.