Administrative Assistant, GS-5

Vacancy Announcement

Secretariat of the International Renewable Energy Agency (IRENA)

Project Facilitation and Support (PFS)

Publication Date                               29 July 2022

Deadline for application:                  18 August 2022

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 possibility of extension 

Duty Station:                                      Abu Dhabi, United Arab Emirates

Entry on Duty:                                   As soon as possible

The International Renewable Energy Agency (IRENA) is an inter-governmental organisation mandated with the widespread and increased adoption and sustainable use of all forms of renewable energy. At present, IRENA has 167 Members (166 States and the European Union) that acceded to its Statute, and 17 additional States in the process of accession and actively engaged. IRENA supports countries in their transition to a sustainable energy future, and serves as the principal platform for international cooperation, a centre of excellence, and a repository of policy, technology, resource and financial knowledge on renewable energy. The Agency implements its mandate with the view to sustainable development, increased energy security and low-carbon economic growth and prosperity.

Within this mandate, the focus of the Project’s Facilitation and Support (PFS) is on the assessment of pre-feasibility and feasibility of projects, helping IRENA Member States access to finance, up-scale investment and support to Nationally Determined Contribution (NDC) implementation, especially along relevant Renewable Energy (RE) investments. It will also provide related project-based fit-for-purpose technical assistance to support the development of a pipeline of projects, which is necessary to accelerate the energy transition.

The core of the PFS modus-operandi is to facilitate and support IRENA Member States to achieve their NDC RE targets and projects by building solid pipeline of projects at entire spectrum of either utility scale project, commercial and industrial (C&I) level, micro & small (M&S) level ,or for wide spectrum of Energy Efficiency (EE) measures and then facilitating their realization through comprehensive set of operational tools including – but not limited to – project based technical assistance packages, targeted de-risking instruments; and structured Capacity Building activities for improving Legal, Regulatory and Administrative (LRA) investment-related business environment. 

Under the supervision of the Director, Project Facilitation and Support, the Administrative Assistant will perform the following duties:

• Initiate, processes, monitors, reviews and follows-up on actions related to the administration and logistics of the unit activities, ensuring consistency in the application of regulations and procedures. 
• Enter, maintains and certifies as appropriate administrative data and records for time and attendance, travel, visitors’ registrations etc. in electronic information systems. 
• Provide advice and guidance to staff with respect to administrative procedures, processes and practices as necessary.
• Monitor status of expenditures and allotments, record variations, update budget tables. Review status of relevant expenditures and compare with approved budget.
• Maintain outlook calendars and meeting schedules.
• Draft routine correspondence and ensures accuracy and quality control of all outgoing correspondence from the office of the director.
• Address inquiries to the office of the director.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• Maintains up-to-date work unit files (both paper and electronic).   
• Coordinate extensively with service units and liaises frequently with internal team members.
• Perform other related administrative duties as required.

Competencies:

• Professionalism: Performs a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various administrative rules and regulations in work situations; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; 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; demonstrates openness in sharing information and keeping people informed.
• 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; meets timeline for delivery of products or services to client.
• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others.
• Planning and Organising:  Identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work.

Qualifications:

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

Experience: Several years of experience in administrative services, office management, or related field. Good knowledge of MS Office with emphasis in word, Excel and Outlook is necessary. Experience in the use of Enterprise Resource Planning (ERP) systems is desirable.

Language: Fluency in oral and written English is required. Knowledge of other languages is an advantage.  

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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.