External Relations and Protocol Officer (three positions)

VACANCY NOTICE 006/2014

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. 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 service 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 .

IACA's 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 pages 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 aprobationary period of six months . Under certain conditions, this fixed-term appointment may be renewed by IACA. For detailed information on Staff Rules of the International Anti-Corruption Academy refer towww.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 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 15 August 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 – External Relations and Protocol Officer

Post

This Job Description illustrates the job profile, including the responsibilities, skills, education, and professional experience required for the post of External Relations and Protocol Officer (Protocol Officer), classified AD 8, in the Administrative Branch of the International Anti-Corruption Academy (IACA).

Profile

Within IACA's organizational structure, the Protocol Officer provides support with regard to matters of external relations and protocol including the management of events. To this end, he/she coordinates and cooperates with team members and contributes to the proper workflow, results, and functioning within the team. The Protocol Officer organizes daily in-house and external meetings, provides executive assistance to the Dean, and reports to his/her superior and senior management, as defined by the Dean.

The Protocol Officer'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 sent on official missions abroad, as work requires, and thus must hold valid national travel documents. The Protocol Officer is required to devote working hours to, inter alia, planning, communicating, and coordinating with external stakeholders.

Duties and Responsibilities

The Protocol Officer liaises with diplomatic representations and other partners in Vienna and beyond, such as Permanent Missions, International Organizations, and the host country's authorities in matters related to (diplomatic) communication and protocol. He/she receives, reviews, and screens incoming (protocol) correspondence and documents. Additionally, he/she provides assistance in other external relations and protocol matters by drafting meeting reports, responses to routine questions, maintaining files, and performing other duties assigned by his/her superiors.

He/she is tasked to provide support for conferences, events, and meetings at IACA and in other locations. The Protocol Officer is responsible for coordinating delegation visits and IACA missions, and provides the necessary protocol, liaison, and administrative services in this respect. This also includes tasks such as organizing the presentation of credentials, drafting Note Verbales, and arranging travels and entry passes for visitors.

The Protocol Officer also provides support with preparing conference reports and the summary records of various organs. Additionally, he/she assists in accounting and financial reporting of activities carried out by the unit.

Furthermore, he/she supports in the training and guidance of, e.g., interns, advising them on workflow, administrative practices 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 require so.

Skills

The incumbent

• has very good knowledge and understanding of liaising with diplomatic representations, international organizations, and (other) external stakeholders,
• has ample experience in organizing (high-level) events, conferences, meetings, visits etc. on the international level,
• has excellent written and oral communication skills in English,
• has sound analytical skills and is an effective problem solver,
• has sound negotiating skills,
• has cultural awareness and high sensibility to deal with cultural and geographical diversity,
• is confident and proactively pursues his/her targets,
• is prepared to take over responsibility,
• is able to work self-dependently and within a multinational environment as well as with people from different professional backgrounds,
• is able to work well under pressure, adapt to challenging and changing environments, and meet deadlines,
• is familiar with the handling of contemporary computer software (MS Office), and
• has a valid driving license 'B' (passenger cars).

Education

The Protocol Officer holds (at least) an undergraduate university degree (Bachelor's degree or equivalent) in a job-related field. Additional qualifications in a job-related field, additional languages, as well as periods of studies abroad are considered an asset.

Professional Experience

At least three (3) years of professional experience in an international context, preferably in an international organization or diplomatic mission. In addition, professional experience gained in other or related professions, and working experience gained abroad are considered an asset.