ASSISTANT TO THE COMMUNICATIONS DIRECTOR

ASSISTANT TO THE COMMUNICATIONS DIRECTOR

COMMUNICATIONS DEPARTMENT

Grade: 8

Location: Vienna

ORGANIZATIONAL SETTING

The Establishment Agreement calls for the Centre to enhance communication and information exchange in order to facilitate interreligious and intercultural dialogue and cooperation among people. The Communications Department engages KAICIID’s audiences with information that fosters an up-to-date, actionable and relevant understanding of the Centre’s mission and work. Its goal is to win support for the Centre’s mandate and a positive reception of the outcomes its work achieves.

ROLE

Under the supervision and guidance of the Director of the Communications Department, the assistant is responsible for providing logistical and administrative support to the Director 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. She or he acts as a ‘gatekeeper’.

FUNCTIONS

• 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;
• Plan and schedule supervisor’s appointments and meetings, prepare necessary background documents, briefs, attend meetings and take notes if requested;
• Handle, coordinate, and follow-up on requisitioning and procurement for the Communications Department;
• Handle, coordinate, and follow-up on requests for translations, including liaison with the vendors to clarify translation content and quality issues, invoicing and delivery times;
• Maintain an overview for the Director of staff deadlines to provide the Director updates on status of delivery and pending tasks;
• Handle, coordinate, and follow-up on tasks assigned by the Secretary General to the Director;
• Handle, coordinate, and follow-up on tasks assigned through the Senior Leadership Team (SLT) for the Director;
• Proofread and edit documents that require the supervisor’s approval or signature; Ensures compliance with all relevant policies and procedures;
• Draft outgoing correspondence;
• Follow-up with other colleagues to ensure deadlines are met;
• Ensure appropriate filing and follow-up systems are in place, using agreed organization tools and methods;
• Assist with travel arrangements;
• Undertake any other assignments as may be required.

REQUIRED QUALIFICATIONS AND EXPERIENCE

• Bachelor’s Degree in Business Administration or a related field;
• Minimum of four (4) 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 and communication skills;
• KAICIID core values and core competencies;
• Commitment to highest ethical standards and human rights.

LANGUAGES

English proficiency, knowledge of any other major language desirable.

COMPENSATION

EUR 2846 per month (net 12 times per year). In addition KAICIID will provide social security coverage free of charge. KAICIID salaries are exempt from taxation in Austria.

DEADLINE FOR APPLICATIONS

13 October 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.