Administrative Assistant, GS-5

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Terms of Reference

Secretariat of the International Renewable Energy Agency (IRENA)

Division of Administration and Management Services (AMS)

Publication Date                               23 February 2023

Deadline for application:                  22 March 2023

Title and Grade:                                Administrative Assistant, GS-5

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

Duration of Appointment: Two Years (with the possibility of extension

Duty Station:                                     Abu Dhabi, United Arab Emirates

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 168 Members (167 States and the European Union) that acceded to its Statute, and 16 additional States in the process of accession and actively engaged.

Under the supervision of the Director, Administration and Management Services (AMS), the Administrative Assistant will be responsible for the following duties:

1. Provides adiministrative support to the Director/AMS and overall administrative support to the office;
2. Maintains the Director’s calendar and daily schedule;
3. Assists in coordinating day-to-day related matters to the office of the Director including information flow, travel planning;  follows up on outstanding actions.
4. Assists the Director with logistical arrangements for all aspects of travel and meetings;
5. Ensure coordination within the Division and with Section Chiefs and other relevant staff on organizational matters pertaining to Division work plan, HR, Finance, Budget, General Services, Procurement and ICT;
6. Uses Markaz Oracle ERP system to prepare Division staff, non-staff and procurement requisitions; uses system to generate budget utilization reports and track expenditures;
7. Uses Markaz ERP system to track Division leave and absence records, develops a data base or excel table to provide an overview of absences.
8. Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the Director’s attention and refers others to relevant Section Staff for appropriate disposition; monitors and follows-up on actions to be taken; 
9. Drafts and/or edits responses to a wide variety of correspondence and communications, including letters, notes and e-mails, while maintaining confidentiality of documents;
10. Organizes official receptions, meetings, etc., handling all necessary arrangements;
11. Prepares, processes and classifies confidential information;
12. Handles a wide range of administrative duties/processes; Including raising staff requisitions and procurement requisitions for the division, monitoring budget utilization for the division and other related administrative duties;
13. Keeps track of incoming and outgoing documents and establishes and maintains up-to-date files (both paper and electronic); identifies administrative processes requiring process improvement;
14. Exercises quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style;
15. Uses standard MS Office (word, excel, powerpoint) to produce a wide variety of  documents and reports;
16. Performs 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.

Eligibility

This is a local recruitment. Candidates must have valid UAE residence visa and Emirates ID and currently reside within UAE.

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 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, the diplomatic service, 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 is necessary

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Qualified candidates must apply for the above-mentioned vacancy on-line, through IRENA’s recruitment platform, ORC, including a complete and comprehensive CV and a letter of interest and 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 final outcome of the selection process.