Wednesday, 23 April 2014

Administrative Assistant to Director, GS Job Vacancy at IRENA

Job Title:        Administrative Assistant to Director, GS
Job Ref:    HR/VA/2014/O/7468
Job Location:   Abu Dhabi, United Arab Emirates
Employer:    International Renewable Energy Agency (IRENA)
Department:     Strategic Management and Executive Direction (SMED)
Job Type:    Full Time
Salary:        AED 221,908 to 314,737 p.a plus provident fund
Contract Duration: 1 years, with possible extension

About IRENA:
IRENA is an inter-governmental organization, mandated by Governments worldwide to promote the widespread and increased adoption and sustainable use of all forms of renewable energy. In order to do so, IRENA will facilitate access to all relevant renewable energy. It facilitates and analyses the sharing of best practices and lessons learned regarding policy frameworks, capacity-building activities, available financial mechanisms and relevant technologies on renewable energy.

Job Overview:
The Division of Administration and Management Services is responsible for providing the Secretariat with an efficient support in managing its human and financial resource and ensures effective and timely delivery of Human Resources, Information Technology, Procurement,  Financial, Travel and General services.

The Information and Communications Technology (ICT) section provides a broad range of solutions and services to IRENA offices by enhancing technology to achieve the work programme targets. ICT works on strengthening service delivery operations aimed at enabling staff members, Members and other stakeholders to connect and share knowledge continuously.  ICT targets to improve work efficiency with the newest tools, technologies and applications to increase transparency and accountability in the organisation.

Job Requirements:

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.

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.

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.

Takes ownership for all responsibilities and honour commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; support subordinates, provides oversight and takes ownership of delegated responsibilities and authorities; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable; operates in compliance with organizational regulations and rules.

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.

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 client.


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

  • 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, the diplomatic service, or other governmental entities is an asset.

  • Excellent command of written and spoken English is a must. Knowledge of additional languages is an asset.

  • Good knowledge of MS Office with emphasis on Word, Excel and Outlook is necessary

Job Duties:
Under the overall supervision of the Division Director, the Administrative Assistant will be responsible for the following duties:
  •     Assist the Director on administrative and other matters;
  •     Ensure coordination within the Office and with other relevant staff on matters pertaining to personnel, business travel, database management, contact information and correspondence, as well as procurement and budgetary matters;
  •     Develop the administrative framework, as well as related processes and procedures of the unit;
  •     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.

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

Deadline Date: 10/05/2014
Expected Date for Entry on Duty:     As soon as possible

Application Guidelines:
Please apply by submitting a complete and comprehensive CV and a letter of interest, including details of two professional references who will be contacted if their application is shortlisted.

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.