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.

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.

• Posted Date: ‎28 July ‎2022


• Closing Date: ‎18 August ‎2022