12 April 2018

Administrative Support - Research Group
(full-time - maternity cover)

Vacancy # 05/2018 Ecosystems Services & Management Program (ESM)


We are seeking administrative support for the Ecosystems Services and Management Program (ESM) at IIASA, to assist with general administrative duties. Please see the section "Appointment Terms" below for further details.

Main Duties and Responsibilities

Under the direct supervision of the ESM Program Management Officer who reports to the Program Director, the selected candidate will support with the following tasks:

  • Handling financial and administrative tasks for the Program to ensure its efficient operation
  • Preparing travel related documentation for staff and visitors (authorization and reimbursements)
  • Processing reimbursement claims (travel, visitor etc.)
  • Assisting in financial audits
  • Maintaining various filing systems (including electronic files and databases).
  • Assisting with maintaining records, including relating to budget
  • Performing general office duties using the IIASA internal Management Information System (MIS)
  • Assisting with the organization of conferences, workshops and meetings
  • Interacting with other departments in matters of relevance; keeping up-to-date with changing regulations and procedures within the Institute, and informing staff within the group.

Background and Qualifications

  • Fluent in English
  • Good working level of German would be an asset
  • Basic skills in accounting
  • High level of accuracy and attention to detail
  • Good organizational skills and the ability to work through regular interruptions
  • Good at multitasking with a keen sense of initiative
  • Detail oriented, even when carrying out routine administrative tasks
  • Ability to work independently, as well as in close collaboration with other administrative staff
  • Ability to work in a team and with minimum amount of supervision
  • Experience working in a multicultural environment
  • Excellent communication and interpersonal skills, and a positive, constructive work ethic and attitude.

Appointment Terms:

This position is for a temporary period to cover for maternity leave. The selected candidate will initially be offered a fixed term employment contract for six months running from May to October 2018. Upon satisfactory evaluation of the first six months work, the contract can be extended.

Candidates should be available to take up the position at the beginning of May 2018.

Since we foresee being able to fill General Service posts such as this with locally recruited candidates, allowances for travel to the Institute and settlement in Austria will not apply.

IIASA is committed to a working environment that promotes equality, diversity, tolerance and inclusion within its workforce, and encourages qualified candidates from all religious, ethnic and social backgrounds to apply. In the case that candidates are equally qualified, preference will be given to applicants who are nationals of IIASA member countries.


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

Ms. Cynthia Festin and Ms. Alia Harrison
International Institute for Applied Systems Analysis (IIASA),
Schlossplatz 1, A-2361 Laxenburg, Austria

Review of applications will begin immediately and continue until the post has been filled.

Internal reference# 180072

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Last edited: 13 April 2018


Cynthia Festin

Program Management Officer

Ecosystems Services and Management (ESM)

T: +43 (0)2236 807452

International Institute for Applied Systems Analysis (IIASA)
Schlossplatz 1, A-2361 Laxenburg, Austria
Phone: (+43 2236) 807 0 Fax:(+43 2236) 71 313