Assistant to the Deputy Secretary General

Assistant to the Deputy Secretary General

Executive Management

Grade: 7

Location: Vienna

ORGANIZATIONAL SETTING

Executive management is the corporate engine that binds the Centre together, builds management cohesion, collegiality and cooperation. Key executive management processes are decision-making, information dissemination, intelligence-gathering, and organizational development and learning, and change management. Executive management includes certain organizational functions that need to be independent of the departments. Executive management facilitates and Supports the Senior Leadership Team and any other management bodies. Finally, executive management ensures that the Secretary General and the Deputy Secretary General receive all the support they require in the exercise of their responsibilities.

The mission of the Office of the Deputy Secretary General is to guide and manage KAICIID external relations, develop and coordinate KAICIID policy and action at the wider international level, in close co-operation with the European Union, the United Nations and other international organizations. At the same time, the DSG promotes dialogue and cooperation with non-Member States and designs and implements KAICIID's membership enlargement strategy, ensuring that objectives and related tasks, set out in the founding Regulation, are achieved efficiently and effectively and in accordance with the direction given by the Governing Bodies of the Centre.

ROLE

Under the supervision of the Deputy Secretary General (DSG) and in close coordination with the other team members, the Assistant is responsible for providing logistical and administrative support to the DSG and the team so that they can operate in an efficient and effective manner. Using administrative management skills, forward planning, initiative, imagination and ingenuity the incumbent ensures that day-to-day tasks are completed on schedule and that office procedures function smoothly. She or he ‘thinks ahead’ and ensures that the supervisor’s time is used effectively and that ‘logistical’ stress is minimized.

FUNCTIONS

• Manage efficiently and discreetly DSG schedules, organize regular and ad-hoc meetings, appointments and briefings; provide administrative and logistical support as necessary;
• Streamline the flow of information to facilitate speed of action by supervisor;
• Synthesize and prepare information for action, act independently, where authorized, in a timely and constructive manner;
• Prepare necessary background documents and briefs, attend meetings and take notes if requested;
• Maintain an overview of the deadlines and provide updates on status of delivery and pending tasks;
• Screen incoming communications, proofread and edit documents that require the supervisor’s approval or signature to ensure appropriate protocol and correspondence guidelines are followed;
• Assist with travel arrangements, including tickets, hotel accommodation, visas, etc.Provide support in budgeting planning and execution of activities related to specific events and special projects implemented by the ODSG;
• Provide support in tracking budget expenditures;
• Maintain and regularly update database, charts and other office documents, including contacts database, embassies’ database and biographic profiles and ensure high-quality reporting;
• Receives Embassy visitors as directed and acts as focal point to embassies for all logistical arrangements regarding meetings, participation in receptions in which the DSG participates;
• Briefs the Diplomatic Advisor on the priorities of the Office and plans ahead effectively his visits to the Centre;
• Maintain filing/archiving system of ODSG, ensuring safekeeping of confidential materials; coordinate the information flow and dissemination of interoffice communication to staff as required;
• Maintain the ODSG Calendar with major events, deadlines, etc., in cooperation with other members of the Executive Management team; liaise with Events Management Section as required;
• Draft routine correspondence and interoffice memoranda;
• Perform any other duties as required by the supervisor.

REQUIRED QUALIFICATIONS AND EXPERIENCE

• Bachelor’s Degree in Business Administration or a related field;
• Minimum of six (6) years of relevant working experience preferably in an inter-governmental organization;
• Experience with Microsoft software applications, excellent knowledge of Excel and Word;
• Good inter-personal skills;
• Commitment to highest ethical standards and human rights;
• KAICIID core values and core competencies;
• Willingness to support KAICIID initiatives (task teams, etc.);
• Willingness to learn about inter-religious and inter-cultural dialogue.

LANGUAGES

English proficiency, knowledge of any other major language desirable.

COMPENSATION

Starting net salary per month: EUR 3293. In addition KAICIID will provide social security coverage free of charge. KAICIID salaries are exempt from taxation in Austria. 

PERIOD of CONTRACT

The selected candidate is expected to start as soon as possible and will be offered a short-term contract for six (6) months. Further extension will depend on the necessity for the continuation of the position.

DEADLINE FOR APPLICATIONS

19 September 2019

HOW TO APPLY

Please upload your CV along with a motivation letter. At this stage, please do not send any diplomas, publications or any other documents. Only short-listed candidates will be further contacted by KAICIID.

KAICIID is committed to diversity and inclusion and encourages qualified female and male candidates from all religious, ethnic and social backgrounds to apply.