Consultant Administrative Assistant - Permanent Observer Mission to the United Nations in New York (Local Recruitment)

Secretariat of the International Renewable Energy Agency (IRENA)

Strategic Management and Executive Direction (SMED)

Publication Date\:                         11 November 2019

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 160 Members (159 States and the European Union) that acceded to its Statute, and 23 additional States in the process of accession and actively engaged. 

The Consultant, Administrative Assistant will be responsible for a wide range of administrative duties in supporting the IRENA Permanent Observer Mission to the United Nations in New York,   working part time-up to 15 days per month.  During peak periods, this may rise to up to 22 days per month (UNGA/HLPF etc).  

Under the direct supervision of the Chief of Office, the Consultant, Administrative Assistant will perform the following duties\: 

• Provide a wide range of administrative and logistical support to the the Office and its staff;
• Provide administrative and logistical support to the Director-General and IRENA staff on mission to New York;
• Maintain calendars and schedule appointments with various officials and organisations;
• Respond to information requests and inquiries;
• Draft, proofread and edit texts of outgoing correspondence and meeting minutes;
• Maintain up-to-date work office files (both paper and electronic);
• Liaise with relevant departments of the United Nations and Host Country Affairs as appropriate, regarding accreditation and registration of IRENA staff attending UN meetings as well as all necessary documentation related to entry visas, residency papers, etc.;
• Liaise frequently with internal team members in New York as well as at Headquarters in Abu Dhabi and in Bonn;
• Undertake actions in the area of Human Resources, Finance, Procurement, IT and General Services in coordination with relevant units and staff at IRENA HQ in Abu Dhabi;
• Organise and coordinate administrative arrangements for seminars or high level meetings;
• Coordinate with local suppliers of services to the Office;
• Perform any other duties if required.

Experience\: Five to seven 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. 

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

Skills\: 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.

Consultancy is based on payment of a daily fee. Payment will be authorized upon certification by the Chief of Office of monthly attendance sheets that the services have been satisfactorily rendered by the Consultant, Administrative Assistant.

This position is subject to local recruitment.

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.

Applications from qualified women are highly encouraged.

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