27 June 2019

Facility Management Assistant

Vacancy # 24/2019 - we are looking for a friendly and team spirited assistant to support our Technical Infrastructure (TI) department with  general office duties and administrative tasks 

Main Duties and Responsibilities:

  • Proactive facility management support; daily administrative tasks and organizational responsibilities for the Technical Infrastructure (TI) department (Technical Services, mail room and warehouse)
  • First point of contact for internal and external communications (German and English)
  • General office management within the department, including but not limited to:
    • General office duties using the internal IIASA Management Information System (MIS), e.g. initiate requests for procurement, assign tickets for maintenance work etc., logging and monitoring of staff vacation
    • Filing, maintaining mailing and other lists, preparation of news items, scheduling meetings, handling correspondence
    • Dealing directly with vendors and assisting with procurement for the Institute (receive estimates and negotiate prices, delivery times, terms of payment, etc.) and follow up on deliveries

  • Other administrative duties as may be assigned by the supervisor

Qualifications and Experience:

  • Completed commercial training or equivalent work experience in a similar position
  • Fluent German (written and spoken)
  • Proficient English (including good rhetorical skills)
  • Excellent computer and MS Office skills (Word, Excel, PPT)
  • Precise and independent working style, keen sense of initiative and team spirit, proactive and flexible
  • Organizational talent; able to prioritize; stress resistant
  • Open and friendly character; discrete and trustworthy
  • Willingness to occasionally work outside of normal office hours 
  • Experience in an international environment would be considered an asset.

Appointment Terms:

The position is a full time role based at the IIASA offices in Laxenburg. An initial employment contract for three months will be offered. Following completion of this trial period, and with the agreement of both parties, the contract may be extended to become open-ended.

This position is categorized as a "General Service" post. All staff in the General Service category shall be recruited from within commuting distance of Laxenburg, Austria irrespective of nationality and the length of time they may have been in the country. Moving and settlement allowances 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 internal applicants and those who are nationals of IIASA member countries.


To apply, please send a cover letter and CV (Word or PDF) plus names and contact details of two work-related references via email to:

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

For further information about this role, please contact:

Internal reference# 190273

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Last edited: 27 June 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