Vacancy Announcement
Secretariat of the International Renewable Energy Agency (IRENA)
Knowledge, Policy and Finance Centre (KPFC)


Publication Date 12 August 2024
Deadline for application: 01 September 2024
Title and Grade: Programme Assistant, GS-6
Indicative Net Annual Salary: AED 309,046 to AED 381,160 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 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 169 Members (168 States and the European Union) that acceded to its Statute, and 15 additional States in the process of accession and actively engaged.
Within this mandate, the focus of the Knowledge, Policy and Finance Centre (KPFC) is on collecting data, developing knowledge tools, and conducting analyses to support the creation of enabling environments for investment in and growth of renewables. This entails analytical work, capacity building and tailored advice on policy and finance, as well as socio-economic benefits.


Duties and responsibilities
Under the supervision of the Director of KPFC, the Programme Assistant will provide general support and office assistance, with a focus on programme implementation planning and monitoring and project management of activities funded from non-core contribution. The staff member will, in particular:

• Assist with biannual budget preparation, incorporating core and voluntary contributions keeping track of updates regarding cost estimates;
• Provide support to programme managers for the elaboration of resource requirements for budget submissions;
• Monitor and prepare regular reports on budget implementation and suggest possible reallocation of funds when necessary;
Coordinate the monitoring of the work programme and project implementation activities of the division funded by core resources and voluntary contributions;

• Support the Director’s internal and external meetings, missions, speaking engagements and participation in conferences, and coordinate the preparation of background documentation such as briefing notes, talking points, substantive information and files, and other supporting documents by coordinating with relevant KPFC staff leading thematic topics and relying on the Agency’s knowledge products, as well as related correspondence and logistics;
• Act as Secretary in team leader meetings, as well as other meetings convened by the Director, including the organization of the meetings, circulation of agenda, drafting and finalization of minutes as well as follow-up on decisions taken;
Provide strategic support and coordinate the follow-up functions for the Director and ensure that the required actions are taken, deadlines are met, and quick responses are provided;

• Support the preparation of travel by the staff of the division, including liaison with the relevant units involved, processes related to initial approval, actual travel support, and reports back after a mission;
• Coordinate the onboarding requirements within the division;
• Provide ad-hoc backup support for the administrative assistant of the division;
Perform 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.
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.
Accountability : Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
Communication : Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.


Eligibility
Qualifications
Education : High school diploma or equivalent. Post-secondary education/courses in the area of business administration would be an asset.
Experience/Skills : Seven years of experience in administrative services, office management, or related field. Knowledge of Enterprise Resource Planning (ERP) systems and software. Good knowledge of MS Office with emphasis on Word, Excel and Outlook. Previous work experience in international institutions, embassies, or other governmental entities is an asset.
Language : Excellent command of written and spoken English is a must.


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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.