COORDINATION ASSISTANT

COORDINATION ASSISTANT

 Programme Department

Grade: 7

Location: Vienna

ORGANISATIONAL SETTING

The primary objective of the Programme Department is to create the conditions, platforms and environment through which religious leaders and other actors, in particular policy makers, can engage in constructive dialogue, thus strengthening mutual understanding and respect with the ultimate aim to encourage them to initiate action to bring about change in the policies of religious institutions and governments, at various levels, build mechanisms to facilitate on-going dialogue and action as well as strengthen networks of committed and experienced religious leaders, and other actors in the use of interreligious dialogue (IRD) for peace and reconciliation in conflict situations in particular.

There are two main Hubs in the Department:

1. IRD Hub focuses on applying IRD for peace and reconciliation in three regions, Arab region, Africa and Asia, currently in the 4 designated conflict zones, Iraq/Syria, Nigeria, CAR and Myanmar.
2. Global Practices Hub focuses on building capacity in IRD for peace and reconciliation, international networking and knowledge creation and dissemination.

ROLE

Under the supervision and guidance of the Director, Programme Department, the role holder is responsible for providing logistical and administrative support to the supervisor so that she or he 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 Director’s time is used effectively and that ‘logistical’ stress is minimized. She or he acts as a ‘gatekeeper’. Furthermore, the role holder supports the Director in the management of all aspects of ongoing and future programmes, including planning, organizing and implementing programme activities.

FUNCTIONS

• Compile and review briefing materials prepared by Programme Managers and other staff for the Director’s meetings for completeness and accuracy;
• Compile background information and necessary input for Senior Leadership Team (SLT) meetings; coordinate SLT Action Items assigned to Programme Department staff
• Manage the flow of information to and from the Director, review and prioritize incoming requests;
• Support the Director in ensuring timely, effective and efficient implementation of the work plan approved by the Governing Bodies; support the planning and coordination of the delivery of the programmes and projects in coordination with the Senior Leadership Team;
• Synthesize and prepare information for action, act independently, where authorized, in a timely and constructive manner;
• Liaise with other Departments to provide or obtain information required for efficient programme delivery;
• Coordinate Programme Department’s internal approval process and follow-up with Executive Management Department on status of approvals and requests; serve as the liaison between the Programme Department team and Executive Management team, ensuring close coordination with the Executive Officers;
• Initiate EchoSign requests for Programme Department;
• Plan and schedule Director’s appointments and meetings, attend meetings and take notes if requested; support the planning of Director’s travel and assist with his/her travel arrangements;
• Proofread and edit documents that require Director’s approval or signature; draft outgoing correspondence for the Director;
• Plan and schedule bi-monthly Departmental meetings;
• Ensure that all requests from Programme Department comply with KAICIID policies and procedures;
• Ensure appropriate filing and follow-up systems are in place within the Programme Department, using agreed tools and methods (Collaboration Cloud –Smartsheet);
• Serve as focal point between Programme Department and all other Departments for any ad-hoc requests, information sharing and follow ups;
• Undertake any other assignments as requested.

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;
• Proven coordination and administrative skills;
• 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.

TERMS OF APPOINTMENT

KAICIID offers fixed-term contracts of one year with a possibility of extension, depending on the continuing need for the position. Annual net salary for Grade 7 Step 1 is 39516 EUR. Appointments are normally made at Step 1. KAICIID salaries are exempt from taxation in Austria.

DEADLINE FOR APPLICATIONS

5 December 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.