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Administrative Assistant, GS-5

Bonn

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

Vacancy Announcement
Secretariat of the International Renewable Energy Agency (IRENA)
IRENA Innovation and Technology Centre (IITC)
                                                                              

Publication/Transmission Date\:     09 January 2020

Deadline For Application\:                29 January 2020 (at midnight, Abu Dhabi local Time)

Title and Grade\:                               Administrative Assistant, GS-5

Indicative Net Annual Salary\:          Euros 37,167 to 43,863 plus provident fund

Duration of Appointment\:                Two years (with possibility of extension subject to availability of funds)

Duty Station\:                                      Bonn, Germany

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.
 

IRENA Innovation and Technology Centre (IITC) is responsible for the provision of the means for an accelerated renewable energy technology uptake, considering national conditions of resource endowment, social and economic frameworks. In accordance with the IRENA Statute, activities in this field include analysis of renewable energy technology policies; dissemination of information and increased awareness; technologies and equipment overview and assessment of success-failure factors; improved pertinent knowledge and technology transfer, and joint RD&D and provision of information about the development and deployment of national and international technical standards in relation to renewable energy.

Background

IRENA with its current interims offices in the Federal Ministry for the Environment (BMU), in Bonn Germany has been informed by the Ministry of Economic Affairs (BMWi), that a new building in the Willy Brandt Allee 20 (Thomas Dehler Haus) will soon be available as a long-term solution for the stay of IRENA in Bonn.
 

Assignment

Under the guidance of the Chief— Operations, Management and Liaison, the Administrative Assistant will\:

  • Manage the front desk activities and serves as a focal point responsible for overall coordination of administrative tasks.
  • Answer phone calls and transfer calls accordingly; receive guests and provide general information as needed to the public.
  • Keep records of visitors; manage incoming and outgoing mail.
  • Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
  • Draft routine correspondence.
  • Maintain files of rules, regulations, administrative instructions and other related documentation.
  • Coordinate extensively with service units and liaises frequently with internal team members.
  • Perform other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations.
  • Support the organization of substantive events, meetings and workshops, including agenda preparation, drafting minutes, overseeing budget, travel and logistical aspects;
  • Provide support on other activities as requested.
 Competencies
 

Professionalism\: Knowledge of information technology and applications, including computer system networks. Good technical skills, ability to conduct network maintenance, provide server services and user support. Shows pride in work and in achievements; demonstrates professional competence and attention to detail; 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 challenges; remains calm in stressful situations.

Planning and Organising\: Develops clear goals; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees possible difficulties and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently; remains on-task and focused.
Client Orientation\: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors on-going developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to clients.

Qualifications

Education\: High school diploma or equivalent. Post-secondary education/courses in IT/administration would be an asset.

Experience\: A minimum of five (5) years of progressively responsible working experience in general management, engineering or logistics. Experience with IT processes is required. Experience working in an international organization is required.

Languages\: Excellent command of written and spoken English and German is required. Knowledge of other languages is desirable.

 

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.

This vacancy is now closed.
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