Administrative Assistant, GS-5

 Vacancy Announcement

Secretariat of the International Renewable Energy Agency (IRENA)

IRENA Innovation and Technology Centre (IITC)

Background

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 163 Members (162 States and the European Union) that acceded to its Statute, and 21 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.

Assignment and Responsibilities

 Under the guidance of the Chief – Operations, Management and Liaison, the Administrative Assistant will provide general office assistance with the following\:

• Monitors financial expenditures of section, ensuring compliance with IRENA rules and regulations, keeping supervisor informed and advised on actions for decision/follow;
• Guides managers in the process to raise requisitions and coordinate with the Procurement Unit in HQ;
• Supports the preparation and monitors the Division’s procurement plan;
• Raises requisitions for goods and services ensuring budget availability and accuracy in fund and deliverable codes used;
• Review and verify invoices for goods and services received, and raise payment requests based on purchase orders/contracts/agreements;
• Maintains up-to-date vendor lists, partners, and consultant rosters
• Manage Petty Cash and division’s imprest account preparation; including reimbursements and replenishment, processing payments to vendors, checking bank statements daily to monitor incoming contributions from member countries, monthly reporting accounts;
• Compile payment advices and original invoices eligible for VAT reimbursement from the host country and prepare a detail statement;
• Provide general office assistance in terms of preparing checking stock of groceries, office supplies and stationery for timely replenishment; Arranges for the purchase and timely distribution of office supplies;
• Monitor status of programme and project activities, receipt of documentation for review and approval;
• Draft status reports on project delivery and bring shortfalls to the attention of the supervisor;
• Assists on preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
• Coordinates with procurement, finance and budget staff at HQ in Abu Dhabi on related issues
• Liaises with local authorities on protocol, administration and related matters.
• Perform other duties as required. 

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\: A minimum of five (5) years of progressively responsible working experience in general management, public administration or related areas. Previous work experience in international institutions, the diplomatic service, or other governmental entities is an asset.

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

Skills\: Good knowledge of MS Office with emphasis on Word, Excel and Outlook. 

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.