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ASSISTANT TO SENIOR ADVISERS

Vienna (Austria)

  • Organization: KAICIID
  • Location: Vienna (Austria)
  • Grade: Junior
  • Occupational Groups:
    • Administrative support
  • Closing Date: 2019-11-21

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ASSISTANT TO SENIOR ADVISERS

EXECUTIVE MANAGEMENT

Grade: 8

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. 

ROLE

Under the supervision and guidance of two Senior Advisers, the Assistant is responsible for providing logistical and administrative support so that the supervisors 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

  • Coordinate and follow-up on tasks assigned by the Secretary General to the Senior Advisers;
  • Proofread and edit documents that require the supervisors’ approval or signature;
  • Streamline the flow of information to facilitate speed of action by the supervisors;
  • Synthesize and prepare information for action, act independently, where authorized, in a timely and constructive manner;
  • Plan and schedule supervisors’ appointments and meetings, prepare necessary background documents, briefs, attend meetings and take notes if requested;
  • Maintain an overview of the deadlines and provide updates on status of delivery and pending tasks;
  • Draft outgoing correspondence;
  • Assist with travel arrangements;
  • Ensure appropriate filing and follow-up systems are in place, using agreed organization tools and methods;
  • Undertake any other assignments as may be required.

REQUIRED QUALIFICATIONS AND EXPERIENCE

  • Bachelor’s Degree;
  • 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 skills;
  • Resourcefulness in ensuring final delivery of requested tasks;
  • Commitment to continuous learning and sharing knowledge;
  • KAICIID core values and competencies;
  • Commitment to highest ethical standards and human rights.

LANGUAGES

English proficiency, knowledge of any other major language desirable.

COMPENSATION

Starting net salary per month: EUR 2846. 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 beginning of January 2020 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

21 November 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.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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