Administration/Operations Manager

Applications are invited for the position of Administration/Operations Manager at the Joint Vienna Institute (JVI), Vienna, Austria. The JVI—an international organization—is a regional training center created in 1992 by Austria, the International Monetary Fund (IMF), and several other international organizations. The JVI’s objective is to train public sector officials from countries in Central, Eastern and South-Eastern Europe, the Caucasus, Central Asia, Iran, and Türkiye. Drawing on its longstanding partnerships and the expertise of its member organizations, the JVI offers a unique set of courses, seminars, and workshops covering a broad range of economic issues.

Job Summary

Under the supervision of the JVI Director, and in coordination with the JVI Deputy Director, the Administration/Operations Manager is responsible for managing a wide array of administrative functions to ensure seamless day-to-day operations, including course management and coordination of the course schedule, interpretation services, and facilities management. The position may also include responsibilities in human resource management at a later stage. As a member of the senior management team, the Administration/Operations Manager contributes to the institute's medium- and long-term strategic planning. This role also requires regular collaboration and coordination with staff from the IMF, Austrian Authorities, and other JVI partner organizations, as well as local government authorities.

Duties and Responsibilities

The successful candidate’s duties include the following:

• Course Management: Oversees the logistical planning and execution of courses, seminars, and high-level events to ensure seamless coordination. Leads and manages the Program Officer (PO) team assigned to courses, implementing clear policies and procedures to streamline administration.
• Course Scheduling: Acts as the liaison with JVI member organizations to coordinate and schedule courses and seminars, ensuring efficient program delivery processes.
• Interpretation Services Management: Oversees interpretation services for events requiring interpretation, coordinating closely with the in-house Interpreter and HR Officer.
• Vendor Management: Conducts and manages tenders with vendors for services and manages associated budget line items.
• Facilities Oversight: Supervises building operations in collaboration with the facilities management company and coordinates with the Special Projects Officer to ensure optimal functionality and maintenance.

Qualifications

• Master’s degree in business administration or management.
• At least 5 years of relevant experience in administration/operations management. Experience in human resource management would be an asset.
• Excellent interpersonal and communication skills.
• Excellent organizational skills.
• Proven ability to manage a team, complex administrative activities and to take decisions with diplomacy, initiative, and sound judgment.
• Proficiency in Microsoft Office applications. Familiarity with artificial intelligence tools would be an asset.
• Fluency in English and a good working knowledge of German are a pre-requisite.

Salary and Benefits Package

This fixed-term position is full-time, initially for two years with the possibility of renewal, and carries a competitive salary and benefits package commensurate with experience and qualifications. JVI staff members are exempt from national immigration restrictions.

The JVI is committed to achieving a diverse and inclusive staff, including gender, nationality, culture, and social background.

The closing date for applications is Wednesday, November 27, 2024. It is expected that the successful applicant will take up the post in early 2025.