Vacancies

The Energy Community Secretariat is one of the institutions set up under the Treaty establishing the Energy Community (the "Treaty"). The Energy Community is an international organisation with its seat in Vienna. The Secretariat has overall monitoring, coordinating and administrative functions in regard with the implementation of the Treaty.

In parallel to the contracted/seconded positions, the Energy Community Secretariat offers a limited number of internships for persons who wish to acquire an understanding of the Energy Community’s work or gain experience in the field of their studies / work.

 

Open vacancies
 

  • Administrative Officer (ref.ECS/08/2022) Vacancy notice
    Application timeline:
    Opening date
     20 June 2022
    Closing date
     20 July 2022
    Additional Information

    Under the direct supervision of the Head of Administrative and Finance Unit, the Administrative Officer shall be involved in the following tasks related to:

    Area of Events Management:

    • Produce detailed proposals for events in accordance with established event checklists
    • Develop, maintain and administer the event management planning and execution formal tool
    • Ensure efficient use of resources by advising the clients and superiors on modern ways for event management technics
    • Able to establish, maintain and excel in quality and timely professional communication with stakeholders
    • Manage the logistics and planning of regular events like Ministerial Council (s), PHLGs, ECRBs, Electricity, Gas, Oil Forums, etc.
    • Ensure execution and administrative support for all planned and ad-hoc events organized or sponsored by the Energy Community Secretariat
    • Liaise with venue management teams, caterers, transport companies, travel agencies, airlines, and contractors (equipment hire and technical support)
    • Maintain accurate and up-to-date records and files for all events from planning to execution and formal evaluation
    • Implement regular feedback collection from clients and participants aiming a constant improvement of the quality of services provided
    • Ensure initiation and participation in preparing Terms of Reference for different long-term contracts for suppliers involved in the event’s management
    • Use when required website and other available technical tools for processing the list of participants database on the Energy Community website
    • Whenever requested, send Save-the-Date, Invitations and Reminders using the OpenEMM tool
    • Coordinate travel arrangement and financial reconciliation of event participants, when required
    • Make certain that financial matters relevant to tax and VAT refund comply
    • Any other tasks as requested by the Supervisor or Director.

     

    Area of Facilities Management:

    • Responds on a day-to-day basis to helpdesk requests from staff related to technical facility management and general services issues in cooperation with external providers and internally available technical support resources
    • Provide a regular overview of technical facilities-related systems (including heating, A/C, etc.)
    • Keep internal stakeholders up-to-date on the requests submitted
    • Establish and regularly inspects and monitor the tidiness of the premises
    • Coordinate the work of the outsourced cleaning company
    • Inspects and monitors all metering devices installed in the building. Ensures that invoices submitted by utility companies for electricity, water, central heating, and garbage removal costs are correct, that services have been provided, and that the invoicing system is accurate
    • Assists in reviewing all scheduled preventive maintenance programs submitted by contractors and ensuring that they meet the specifications in the scope of work. Documents and maintains in-house maintenance programs
    • Monitors and, in cases of emergencies or malfunctioning of essential building-related technical systems, intervenes to rectify the deficiency also after office hours on basis of an emergency response standby schedule
    • In close coordination with other staff, contribute to the security and safe operational environment
    • Performs the function of a fire warden
    • Performs the function of the custodian of the keys
    • Performs any other duties in relation to facility management and building support services as assigned by the Supervisor or the Director.

     

    The role requires the following competencies and skills from the successful candidate:

    • University degree in business administration, law, engineering or other related fields
    • A minimum of 5 years of working experience performing administrative duties in one or more  areas such as event planning, communication, office coordination, project management or facilities management
    • Excellent command of English; knowledge of other languages particularly German will be considered an asset
    • Capable of performing well under pressure, prioritizing tasks and operating within short deadlines
    • Established experience in managing documents, correspondence, data and reports
    • Able to work collaboratively with colleagues to achieve organizational goals
    • Strong negotiation skills
    • Ability and willingness to work as a member of the team, with people of different cultural, and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity.

     

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  • (Application deadline prolonged) Procurement and Supply Officer (ref.ECS/06/2022) Vacancy notice
    Application timeline:
    Opening date
     23 May 2022
    Closing date
     8 July 2022
    Additional Information

    Note: The deadline for the applications is prolonged. The candidates who have already submitted their application for this position, do not need to re-submit their application.

    Under the direct supervision of the Head of Administrative and Finance Unit, the Procurement and Supply Officer shall be involved in the following tasks:

    • Plan, develop and manage all aspects of the procurement cycle in the organization
    • Advise customers and on the full range of procurement issues; provide support and guidance at all stages of the procurement process
    • Manage the contracting elements of procurement operations including drafting, negotiating, and concluding contracts for the supply of goods and services, and obtaining clearance from Legal Services as required.
    • Establishing and maintaining the procurement plan and schedules for ongoing and newly-planned contracts
    • Periodically examining contracting practices and procedures of other international organizations, donors, and host governments and recommending areas for improvement of the existing policies
    • Overseeing adherence to contractual agreements; recommending amendment or extension of contracts; advising all concerned parties on contractual rights and obligations
    • Monitoring the delivery, receipt and acceptance of goods and services, providing the confirmation of acceptance to the accounting unit for payment. Communicating and obtaining clarifications from the external consultancies and internal stakeholders on the stages of contracts implementation, invoicing and closure of the consultancy projects.
    • Assist the organization’s field offices in the local procurement activities
    • Use effectively the existing IT-tool and procurement platform
    • Develop materials and deliver periodic training on supply chain issues
    • Contribute to budget formulation and annual financial reports. Maintain the overview for the planned and ongoing contracts which are considered “Legal Commitments”; provide the up-to-date information on their use to Finance upon request.
    • Contribute to budget utilization forecasting by providing procurement-related information.
    • Ensure timely ordering, storage, distribution, monitoring and replenishment of office supplies and consumables
    • Ensure timely well documented ordering, security storage, fair and timely distribution, monitoring, maintenance, tagging and replenishment of assets
    • Supervise the process of asset physical verification, reconciliation of the collected data, and preparing the "Annual Inventory Report". In close collaboration with Finance, ensure timely and accurate recording in the accounting software.
    • In cooperation with other staff, contribute to the safety of the premises and operate existing security systems
    • Ensure steady application of VAT exempt status, when applicable
    • Performing other related duties as required by Supervisor or Director.

     

    The role requires the following competencies and skills from the successful candidate:

    • University degree in supply management, logistics, business administration, commerce, law, or another related field
    • CIPS certification, certification from Austrian procurement authorities or supply chain certification is highly desirable
    • A minimum of 5 years of working experience performing procurement, supply chain management or administrative duties
    • Excellent command of English; knowledge of German is an asset
    • Capable of performing well under pressure, prioritizing tasks, and operating within short deadlines
    • Practical experience dealing with supplying an organization with services and commodities
    • Established experience in accurate managing documents, correspondence, data and reports
    • Able to work collaboratively with colleagues to achieve organizational goals
    • Procurement experience in the framework of EU grants is an asset
    • Knowledge and experience in sustainable procurement is an advantage
    • Excellent analytical and contract drafting skills; strong presentation and negotiation skills
    • Ability and willingness to work as a member of the team, with people of different cultural, and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity.

     

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  • (Re-published) Regulatory Energy Expert (ref.ECS/03/2022)  Vacancy notice
    Application timeline:
    Opening date
     14 June 2022
    Closing date
     14 July 2022
    Additional Information

    Note: This is a re-published position. The candidates who have already submitted their application for this position, do not need to re-submit their application.

    Under the supervision of Head of Eastern Partnership Assistance Unit and in cooperation with the Head of Electricity Unit, the Regulatory Energy Expert shall be responsible for the following scope of activities within the implementation of the EU4Energy Governance Project (”the project”):

    • Contribute to the design of the countries’ specific work programs;
    • Provide expertise to the partner countries on the regulatory aspects of implementing European policy and law in the field of energy, including renewable energy;
    • Support the regulatory authorities and other stakeholders in the partner countries in the areas of tariff-setting and price regulation, market design and network flexibility, implementation of network codes, REMIT and market monitoring, support mechanisms for renewable energy including self-consumption, demand response, prosumers, aggregation, energy communities and smart meter rollout;
    • Advise on European regulatory best practices in the areas of work;
    • Review the compliance of draft legislation with the Energy Community law and policy guidelines/recommendations of the Energy Community Secretariat;
    • Participate in dispute settlement procedures;
    • Contribute to the implementation of EU4Energy Governance work program;
    • Promote work of the Secretariat in the relevant field at international conferences;
    • Perform other tasks as requested by Heads of Unit or the Director.

     

    The role requires the following competencies and skills from the successful candidate:

    • University degree in law, economy, engineering, or a closely related field;
    • A minimum of 5 years of experience in energy market regulation, including 2 years of experience in a national energy regulatory authority;
    • Excellent knowledge of EU energy regulatory framework and policy;
    • Excellent practical knowledge of European electricity market regulation;
    • Excellent command of English and Ukrainian;
    • Proven experience of working in a multi-cultural and multi-disciplinary environment;
    • Capable of performing well under pressure;
    • Excellent analytical and drafting skills; strong presentation and negotiation skills.

     

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