VACANCY NOTICE 014/2014
All our work shall be driven by commitment and excellence
About Us
The International Anti-Corruption Academy (IACA) is a young intergovernmental organization with 55 Parties and 53 Signatories from all over the globe, and with its seat in Laxenburg/Vienna, Austria. We are a pioneering institution that aims to overcome shortcomings in knowledge and practice in the field of anti-corruption and compliance, functioning as a centre of excellence in the field of anti-corruption education, training, networking, cooperation, as well as academic research.
Being a young international organization, we are in a phase of building up our services and capacities. Our operational framework is constantly developing to suit our growing needs and responsibilities.
For detailed information on IACA, please refer to our website at www.iaca.int .
Our staff structure consists of two pillars, namely the Academic Branch and the Administrative Branch. We are committed to the principles of equal opportunities, non-discrimination, gender balance, and geographical distribution, and uphold our Guiding Principles. We seek to attract the best qualified and most dedicated workforce meeting the highest standards of professional ability, personal integrity, and social competence, and offer fair and competitive international terms and conditions.
Vacant Post, Type, and Duration of Appointment
The Job Description on the next page contains the job title, classification of the vacant post, and the job profile, including the responsibilities, education, skills, and professional experience required. IACA offers a fixed-term appointment for the duration of two years, with a probationary period of six months. Under certain conditions, this fixed-term appointment may be extended or renewed by IACA. For detailed information on Staff Rules of the International Anti-Corruption Academy refer to www.iaca.int/about-us/vacancies.
Remuneration
As an international civil servant, the incumbent will be entitled to an all-inclusive annual salary of 46,528 EUR . An adjusted dependency benefit will be given to staff members with at least one child. Alternatively, the position is also open for secondments by states, international organizations, and other relevant institutions.
Applying
If you have related work experience, meet the requirements outlined in the Job Description on the next page, adhere to our goals and Guiding Principles, and want to, as part of our young and dynamic team, work in a multicultural environment, please send a concise CV and a cover letter to hr@iaca.int , clearly stating the Vacancy Notice number in the subject line no later than 05 September 2014 (UTC+1). Please include your contact details as well as the names and contact details of three references.
Shortlisted candidates will be called for an interview. This interview may be conducted in person or via IP-telephony software. Candidates who choose to come to the IACA campus in person for an interview are responsible for covering their own travel expenses.
IACA's selection is final and not subject to review.
Job Description – Administrative Assistant
Post
This Job Description illustrates the job profile, including the responsibilities, skills, education, and professional experience required for the post of Administrative Assistant for the unit for Collective Action, Compliance, and (private sector) Anti-Corruption , classified AD 8, in the Academic Branch of the International Anti-Corruption Academy (IACA).
Profile
Within IACA's organizational structure, the Administrative Assistant provides office services and contributes to the proper workflow, results, and functioning within the unit. The Administrative Assistant reports to the Full Professor for Collective Action, Compliance, and (private sector) Anti-Corruption and senior management, as defined by the Dean.
The Administrative Assistant's place of employment is at the IACA campus, in a multinational environment. He/she may also be sent to IACA's other offices or to those of partners, contractors, or other third parties, in Austria or abroad. He/she may also be tasked to go on official missions abroad, as work requires, and thus must hold valid national travel documents. He/she is required to devote working hours to, inter alia, administration, planning, drafting, and coordinating with others.
Duties and Responsibilities
The Administrative Assistant serves as the first contact person for his/her team at IACA for all external stakeholders. Working in the unit for Collective Action, Compliance, and (private sector) Anti-Corruption, he/she is responsible for answering general queries related to the work of his/her unit as well as for initiating and maintaining business relations with relevant counterparts. As he/she frequently liaises with relevant counterparts in the host country, sound knowledge of German is considered an asset.
The Administrative Assistant contributes to the development and implementation of administrative systems and procedures for IACA's daily requirements. He/she is responsible for ensuring proper and reliable knowledge management with regard to tasks within his/her unit. He/she coordinates the preparation of reports and conducts data analysis. The Administrative Assistant is responsible for the maintenance of IACA's Customer Relationship Management (CRM) system, including updating the contact database and creating serial letters with the CRM system.
In close cooperation with the central secretariat, he/she works on maintaining workflows within his/her unit and among the Academy's other units. He/she supports the workflows of other units in providing administrative assistance for the execution of their tasks, if needed. Within his/her tasks, he/she ensures adherence to guidelines and routine procedures within the organization.
The Administrative Assistant is responsible for maintaining office material and its appropriate stock as well as for anticipating supply requirements to the extent possible. In line with this, he/she is responsible for placing adequate orders and verifying and administering the receipt of supplies.
In addition, the Administrative Assistant supports the Full Professor for Collective Action, Compliance, and (private sector) Anti-Corruption by administering human resources as well as the funds dedicated to/related to his/her unit. This may also include checking invoices received, issuing invoices, managing bookings, accounting and remunerating flights, accommodations and DSA, as well as providing assistance with financial reports submitted to external partners.
Furthermore, he/she supports the training and guidance of, e.g., interns, advising them, inter alia, on workflow, administrative practises, and procedures.
He/she actively contributes to the development and maintenance of the Academy's distinctive character as a centre of excellence in the field of anti-corruption training and education. In line with IACA's team spirit, he/she occasionally works on other tasks given by his/her superiors, not related to his/her appointment, but where his/her work, experience, and skills are an asset and/or the immediate shortage of personnel capabilities so require.
Skills
The incumbent
Education
The Administrative Assistant holds a high school diploma. Additional qualifications in a job-related field, additional languages, particularly a sound command of German, are considered an asset.
Professional Experience
At least five (5) years of professional experience in the field of administration and office management for applicants with a general high school diploma.
At least three (3) years of professional experience in the field of administration and office management for applicants with higher academic qualifications.
For all applicants, professional experience gained in related professions, especially in academic environments, and working experience gained abroad or in multinational environments, in particular with international organizations, are considered a strong asset.
