Grant Management Applications Assistant

  • Stelleninserat
  • Arbeitgeber

The International Institute for Applied Systems Analysis is a scientific research institute located in Laxenburg, near Vienna, Austria. Founded in 1972, the International Institute for Applied Systems Analysis (IIASA) conducts policy-oriented research into problems of a global nature that are too large or too complex to be solved by a single country or academic discipline. IIASA is sponsored by its National Member Organizations in Africa, Asia, Europe, and the Americas. Its research is independent and completely unconstrained by political or national self-interest.

Grant Management Applications Assistant

Vacancy 21/2019 - The Grant Management Applications Assistant will assist the Contracts and Grants team with 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 Duties and Responsibilities:

Under the supervision of the manager of OSR, the incumbent:

  • Inputs external funding contracts into the IIASA Management Information System (MIS; training will be given to the successful candidate)
  • Oversees the correctness and efficient processing of subcontracts according to IIASA policies
  • Ensures that reimbursement cycles on contract/project accounts are complete by invoicing and/or paying out subcontractors, implementing partners, coordinators or funders
  • Assists the contracts and grants team to perform efficient proposal submission, budget creation, forecasting, analysis and financial reporting
  • Assists with the resolution of all financial application related issues within OSR
  • Provides technical support to the OSR Unit and liaises with the internal Administrative Management Applications (AMA) team to resolve any application issues; performs user acceptance testing for all updates and changes in the application, and ensures proper data flow between financial applications
  • Assists in the creation of OSR reports as required by FSR and/or the IIASA Directorate
  • Performs general office duties within OSR and any other duties to benefit the department as assigned by the Manager of OSR.

Qualifications and Experience:

The incumbent has successfully completed a university degree (in a relevant field) with two years of working experience, or secondary level education (high school or equivalent) with at least five years of relevant working experience and has ideally undertaken training in finance and accounting. Understanding of basic bookkeeping principles are beneficial. Additionally, the incumbent has experience in troubleshooting software-related issues.

Core Competencies:

  • Excellent time management skills and proficient at handling multiple tasks simultaneously
  • High level of computer literacy and willingness to learn new software
  • Strong aptitude for project management; highly organized and good attention to detail
  • Very good interpersonal skills, a service-oriented mindset and demonstrated ability to work in a multicultural environment
  • Conscientious and efficient at meeting commitments and achieving timely results
  • Able to work independently with the minimum of supervision and also as part of a team
  • Ability to operate in compliance with organizational rules and regulations
  • Excellent written and oral communication skills in English and German.

Appointment Terms:

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

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.

The salary offered will be based on qualifications and experience. IIASA salaries are exempt from taxation in the host country of Austria (subject to the principle of income aggregation).

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 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


Harrison, Alia

Recruitment Coordinator
Human Resources

+43(0) 2236 807 286

Deadline for receipt of applications: 13 June 2019

For further information about this role, 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.

Internal reference # 190160