15 May 2019

Contracts and Grants Officer

Vacancy 20/2019 - The the Office of Sponsored Research (OSR) at IIASA is recruiting a Contracts and Grants Officer to support externally-funded research activities.


This position is located in the Office of Sponsored Research (OSR) unit within the IIASA Finance and Sponsored Research (FSR) department.

OSR partners with the IIASA research community in the advancement of IIASA research and public service missions by providing expertise and tools to support externally-funded research activities.

The incumbent reports to the Manager of OSR.

Main Responsibilities:

  • Facilitate the preparation of proposals once a potential funding source has been identified by ensuring compliance with all application requirements in terms of budgets, substance and compilation of all relevant legal and administrative materials
  • Assist Principal Investigators (PIs) in the costing and budgeting aspects of research proposal  preparation
  • Act as a contract/project management liaison for funding agencies/donors as well as internally for research and service departments within the organization
  • Provide support to targeted initiatives to communicate financial information externally and internally
  • Develop and maintain spreadsheets, databases and various operational tools applicable to contract/project management
  • Prepare financial statements and expenditure reports on contract/project funding for PIs, funding agencies and others  as required
  • Ensure that project accounts are managed in accordance with all applicable external funders and IIASA internal requirements (compliance)
  • Keep accurate notes and records of financial and other actions in contract files
  • Coordinate and oversee compilation of relevant supporting documentation for financial reports, such as time sheets, meeting minutes, procurement documentation, progress reports etc.
  • Facilitate independent project audits on funds as required to ensure an auditable environment taking the increased demand for public accountability and an ever-growing regulatory environment into account
  • Perform other duties as required to benefit the department as assigned by the Manager of OSR.

Competencies and Expertise:

  • Familiarity with budgeting, costing and accounting principles as well as financial auditing practices
  • Ability to work to strict time deadlines and handle multiple tasks simultaneously
  • Conscientious and efficient in meeting commitments and achieving results
  • Excellent organizational skills and the ability to work independently, and as part of a team
  • Ability to operate in compliance with organizational rules and regulations
  • Very good skills in communicating with people from different cultural backgrounds
  • Team oriented, very good interpersonal skills, and demonstrated ability to work in a multicultural environment
  • High level of computer literacy (Databases, Microsoft Office etc.); the IIASA Management Information System (MIS) - training will be given to the successful candidate 
  • Ability to apply technological tools relevant to the job and to keep abreast of developments in the profession
  • Excellent written and oral communication skills in English and German. 

Background and Qualifications:

  • University degree in public or business administration, finance or related field
  • At least three years of related working experience preferably part of which should have been in an international environment, in the field of project management, grant management, budgeting, financial management and/or accounting, including exposure to related legal and financial aspects
  • Experience in and knowledge of grant administration and management, in particular EC funding mechanisms and other public funding
  • Experience of working in an international organization and/or a research institution/environment desirable.

Appointment Terms:

Duties will be carried out at the IIASA premises in Laxenburg (near Vienna), Austria.

The successful candidate should be available to take up the post as soon as possible in 2019 and will be offered an initial fixed-term contract for one year which, with the agreement of both parties, can be extended thereafter to an open-ended appointment. 

IIASA offers a competitive compensation and benefits package (home leave, moving allowances, educational grants for children of school age, and five weeks’ annual vacation). IIASA salaries are exempt from taxation in the host country of Austria but subject to the principle of income aggregation.  

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 the following documents

  • Cover letter outlining your motivation for and fit to the post
  • Curriculum Vitae
  • Names, addresses (including e-mail), and telephone numbers of two work-related reference givers


Deadline for receipt of applications: 13 June 2019

For further information about this opportunity, please contact:

Ms. Monica Manchanda

Manager, Office of Sponsored Research

+43(0) 2236 807 410

About Laxenburg (near Vienna):

IIASA is located in a former 18th century imperial palace of the Habsburg Monarchy in Laxenburg, Austria about 15 km from Vienna. The facility has been gratefully provided by the host country Austria to the International Scientific Community. According to Mercer's 21st annual Quality of Living survey, Vienna ranked highest for quality of living for the 10th year in a row in 2019. The survey covers nearly 500 cities worldwide and is based on 39 criteria such as political, social, economic, educational, and environmental factors. Vienna has all the facilities of a modern, progressive city, in the heart of Europe and is considered one of the most liveable cities in the world.

While famous for its concert venues, opera houses, theaters, and museums, Vienna also provides opportunities for great outdoor activities on nearby Lake Neusiedl, the Vienna Woods, and the Alps. Vienna has a wealth of different research and international governmental institutions, permitting extensive dialogue at local and international level between scientists and policymakers.

For general information about our Institute and its research activities, please visit the IIASA website.

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Last edited: 15 May 2019


Alia Harrison

Recruitment Coordinator

Human Resources

T +43(0) 2236 807 286

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