Office Assistant for Research Group [Austria]

 

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Deadline: until filled

33-2023

Office Assistant for Research Group

The IIASA Energy, Climate and Environment (ECE) Program looks to recruit a strong candidate to provide clerical support associated with project and research group coordination, and day-to-day administration activities and various other associated office routines (full-time or part-time).

MAIN TASKS AND RESPONSIBILITIES

• Provide general office assistance and carry out a variety of support functions for the research group leader and other members of the group; support internal processes to ensure smooth workflows between the group and IIASA administrative departments.
• Coordinate travel arrangements, handle various authorization requests, travel reimbursements, procurements, room bookings, etc.,.
• Assist with organization of the groups' activities, e.g., arrange meetings and events, prepare associated agendas, and coordinate logistics.
• Support with the preparation of proposals, reports, and deliverables (formatting, grammar correction and sentence construction).
• Assist with outreach activities in cooperation with IIASA administrative departments.
• Stay informed about and adhere to institutional regulations, policies, and procedures and ensure that staff within the research group are regularly updated, and that the internal knowledge database system is maintained.
• In line with the team spirit that prevails at IIASA, the incumbent may occasionally work on other tasks assigned by their superiors, that might not be directly related to this appointment but where the post holder has relevant experience and skills, and/or a shortage of immediate personnel capabilities requires such.

QUALIFICATIONS AND EXPERIENCE

• A completed high school education.
• Some general administrative experience.
• Interest/experience in organizing and planning conferences and/or events.
• Ability to work independently as well as within a team.
• Ability to manage several tasks simultaneously and prioritize workload in order to meet tight deadlines.
• Excellent command of English (good spelling, punctuation, grammar, and verbal communications).
• Working knowledge of German advantageous.
• Relevant computer skills (Databases, MS Excel, Word and PowerPoint).
• Interest/experience in web editing (posting events/announcements).
• Basic understanding of accounting principles.
• Excellent communication and interpersonal skills, and a positive, constructive work ethic and attitude.
• Flexible working attitude and willingness to take on other tasks to benefit the group/institute.

APPOINTMENT TERMS

The selected candidate should be available to take up the position as soon as possible in 2023. We will offer an initial employment contract for six months with the intention to extend to an open- ended contract thereafter (by mutual agreement).

Duties will be carried out at the IIASA premises in Laxenburg, Austria.

Please note: This position is classified as a "General Service" post (moving and settlement allowances will not ).

WE OFFER

An annual, gross salary which is exempt from income tax in Austria and negotiable, based on the qualifications, skills and experience of the selected individual but will be at least EUR 33,281.00 for 40 hours per week.

We are open to considering both full-time and part-time candidates for this position. Please indicate your preference for either full-time or part-time (and number of hours per week) in your application.

In addition, IIASA salaries are:

• Subject to deductions for health insurance and/or social security.
• Not directly comparable with other employers in Austria, due to the unique legal status and privileges granted to IIASA.
• Subject to the principle of income aggregation (Progressionsvorbehalt in German).

FURTHER BENEFITS

• Educational subsidies for children of school age enrolled in private schools in Austria.
• A generous annual leave entitlement.
• The possibility to work up to 100 days per year in home office (within Austria).
• More information here.

About IIASA

IIASA is committed to a working environment that promotes equality, diversity, tolerance and inclusion within its workforce. This is reflected in our IIASA core values. We encourage qualified candidates from all religious, ethnic, and social backgrounds to . In the case that candidates are equally qualified, preference will be given to applicants from countries where IIASA has a Member Organization.

Further Information

For further information about this opportunity please contact:

Pat Wagner or Carmen Marcoss

For general information about employment at IIASA, please contact:

recruitment@iiasa.ac.at

Applications

To for this opportunity, you will need to provide the following documents in English:

• A cover letter outlining your motivation for and fit to the position.

• Your Curriculum Vitae or Resume.

Deadline for receipt of applications: until filled

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