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Administrative Assistant - Office of the Director-General, GS-5

Abu Dhabi

  • Organization: IRENA - International Renewable Energy Agency
  • Location: Abu Dhabi
  • Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Managerial positions
  • Closing Date: Closed

Vacancy Announcement
Secretariat of International Renewable Energy Agency (IRENA)
Office of the Director-General
 
Publication/Transmission Date\:     02 January 2020
Deadline For Application\:                01 February 2020

Title and Grade\:                                Administrative Assistant, GS-5

Indicative Net Annual Salary\:          AED 221,908 to 273,688 plus Provident Fund

Duration of Appointment\:                One year with possible extension

Duty Station\:                                      Abu Dhabi, United Arab Emirates

Expected Date for Entry on Duty\:   As soon as possible

 
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.
 

Under the overall supervision of the Special Assistant, the Administrative Assistant will be responsible for the following duties\:

  • Provide administrative support to the Office of the Director-General including performing  a broad range of tasks and assignments pertaining to human resources, business travel, database management, maintenance of contacts database information, as well as procurement and budgetary matters while ensuring coordination with other relevant units and staff on these matters;
  • Assist the Special Assistant on administrative and other matters;
  • Develop the administrative framework, as well as related processes and procedures of the Office;
  • Draft and/or edit responses to a wide variety of correspondence and communications, including letters, notes, presentations, while maintaining confidentiality of documents;
  • Keep track of incoming and outgoing documents and establishes and maintains up-to-date work unit files (both paper and electronic);
  • Schedule and organise meetings and assist in their follow-up;
  • Take minutes and prepare meeting reports;
  • Perform other duties as assigned.
Competencies
 

Professionalism\: Ability to perform a broad range of administrative and support functions. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

 

Communication\: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

 

Teamwork\: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

 

Planning and Organising\: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

 
Qualifications
 

Education\: High school diploma or equivalent. Post-secondary education/courses in the area of business administration or other related fields would be an asset.

 

Experience\: Five to seven years of experience in administrative services, office management, or related fields in the area of public administration is desirable. Previous work experience in international institutions, embassies, or other governmental entities is an asset.

 

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.

 
 

IRENA reserves the right to appoint a candidate at a lower level than the advertised level of the post.

 

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, especially from nationals of developing countries, 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.

This vacancy is now closed.
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