IIASA Administrative Assistant

Vacancy 16/2012 (CVS - Conference & Visitor Services)

Main Duties and Responsibilities:

• Provide professional assistance and organizational support for large conferences particularly in relation to financial matters, travel arrangements and transportation (assists with hotel block bookings, conference budget, transportation, social events, financial reimbursements, meeting room arrangements, event materials and ensures appropriate folders, brochures etc., are available in the conference secretariat)
• Assist the Administrative Officer with Directorate related events (Council meetings, Science Advisory Committee (SAC) meetings, Evaluation Committee meetings, National Member Organization (NMO) related meetings and other Directorate initiated events)
• Assist the Special Advisor to the Director/CEO with travel and other clerical work
• Assist the Administrative Assistant to the Director/CEO with arrangements connected to Directorate visitors, and prepares information packages and souvenirs
• Maintain conference-related Web pages, the online room booking system, the Directorate contact database, and update yearly conference calendar
• Identify needs and negotiate costs, services and arrangements with external suppliers as required, e.g., group and individual hotel rates, catering and technical services, etc.
• Prepare statistical reports on conferences/visitors
• Prepare information packages and souvenirs for Directorate visitors
• Provide tours of IIASA premises
• Liaise with other departments within the Institute regarding reproduction and distribution of documents, arrangement of venues, technical equipment, refreshments and conference-related material
• Support the Directorate with administrative and secretarial tasks, as needed.
  
  Qualifications and Experience:

• Several years of work experience, preferably in an international environment
• Excellent command of English and working knowledge of German
• Experience in organizing, planning and developing conferences and events
• Excellent communication, organizational and interpersonal skills
• Meticulous attention to detail
• High degree of tact, diplomacy and confidentiality
• Ability to work as part of a team
• Good knowledge of the Microsoft Office package
• Working knowledge of CMS Web design program
• Capacity to work under pressure and meet deadlines in demanding conditions.

Appointment Terms:

The successful candidate will be offered an initial appointment term of six months. 

Applications:

To apply, please email a cover letter, resume and names, addresses (including e-mail) and telephone numbers of two work-related references to:

Ms. Alia Harrison, Recruitment Officer,
International Institute for Applied Systems Analysis (IIASA),
Schlossplatz 1, A-2361 Laxenburg, Austria
E-mail: harrison@iiasa.ac.at

The deadline for receipt of applications is 15 February 2013. Review of applications received will begin immediately.

For general information about our Institute and its research activities, please visit our IIASA Web site.