Administrative Assistant (GS-5)

                                                                                                   Vacancy Announcement

                                                          Secretariat of the International Renewable Energy Agency (IRENA)

                                                                                      Office of the Director-General (ODG)

Publication Date:                          20 May 2026

Deadline For Application:            19 June 2026 (at midnight, Abu Dhabi local Time)

Title and Grade:                            Administrative Assistant, GS-5, IRENA Liaison Office in Vienna

Indicative Annual Salary:              (a.) Annual Net Salary: EUR 59,439 to EUR 70,863.00[1]

Duration of Appointment:            Two Years, with possible extension

Duty Station:                                  Vienna, Austria

Entry on Duty:                               As soon as possible

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 171 Members (170 States and the European Union) that acceded to its Statute, and 14 additional States in the process of accession and actively engaged.

Duties and Responsibilities

Under the direct supervision and guidance of the Chief of the IRENA Liaison Office in Vienna (ILOV), the Administrative Assistant will perform the following functions:

• Provide a broad range of administrative, logistical and secretarial support to the IRENA Liaison Office in Vienna and its staff, including supporting the initial establishment and operationalization of the Office;
• Provide administrative and logistical support to the Director-General and IRENA staff on official mission to Vienna, including meeting arrangements and coordination with relevant counterparts, particularly during the initial phase of the Office’s activities;
• Maintain office calendars, schedule appointments and meetings with representatives of Permanent Missions, United Nations entities, host country authorities and other relevant organizations;
• Respond to routine information requests and inquiries and direct them to the appropriate staff, as necessary;
• Draft, proofread and format routine correspondence, notes, and meeting minutes, ensuring accuracy and consistency with IRENA standards;
• Establish, maintain and update office files and records, both electronic and hard copy, including setting up initial filing and record-keeping systems for the new Office, in accordance with IRENA record-keeping practices;
• Liaise with relevant departments of the United Nations Office at Vienna (UNOV), Host Country authorities and other relevant entities regarding accreditation, registration and access badges for IRENA staff, as well as documentation related to visas, residence permits and other administrative requirements, as applicable;
• Maintain regular coordination with colleagues at IRENA Headquarters in Abu Dhabi and other IRENA offices to ensure timely information-sharing and administrative follow-up;
• Support administrative actions in the areas of Human Resources, Finance, Procurement, IT and General Services, in close coordination with the relevant units at IRENA Headquarters, including supporting start-up procurement, office set-up and initial service arrangements;
• Assist in organizing and coordinating administrative and logistical arrangements for meetings, workshops, seminars and outreach events hosted or attended by the Vienna Office, including inaugural and launch-related activities;
• Coordinate with local service providers and suppliers supporting the operations of the Vienna Office, as required, in a context of lean staffing and evolving operational needs;
• Perform any other duties as assigned by the Chief of Office, as required in a start-up and rapidly evolving office environment.

Competencies

Professionalism: Excellent writing and document formatting skills. Ability to perform a broad range of administrative functions in the field of budget/finance, procurement, human resources, etc. 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.

Communication: Ability to communicate effectively with various types of individuals and institutions. Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Teamwork: Works collaboratively with colleagues to achieve organisational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Accountability: Takes ownership for all responsibilities and honours commitments; completes tasks within prescribed time, cost and quality standards; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable; operates in compliance with organisational regulations and rules.

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 the area of business administration or other related fields would be an asset.

Experience: Five years of experience in a similar administrative position in an international organisation, or in the permanent mission of a Member State or observer organisation. Previous work experience in the United Nations is an asset. Solid knowledge of the United Nations system including in the areas of administration and management. Experience supporting the establishment or early operational phase of an office or programme is an advantage.

Language: Excellent command of written and spoken English is a must. Knowledge of additional languages is an asset.

Others: Good knowledge of MS Office with emphasis on Word, Excel and Outlook. Solid writing and communication skills. Experience in performing a broad range of administrative functions pertinent to the work of an international organisation including administration, finance, procurement, IT, Human Resources and Protocol. Good interpersonal and organisational skills.

Note: Qualified candidates must apply for the abovementioned vacancy on-line, through recruitment platform, 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.

Applications from qualified women are highly encouraged.

Please note that only candidates under serious consideration will be contacted for further assessment and receive notice of the final outcome of the selection process.