Administrative Assistant

Job Posting Organization:
The World Academy of Sciences (TWAS) is an organization dedicated to building scientific capacity in education and research in developing countries. Established to support and strengthen scientific research in Science and Technology Lagging Countries, TWAS aims to develop essential skills to tackle national and regional challenges, promoting well-being and a sustainable future. The organization provides opportunities for young scientists from developing countries to apply for PhD and postdoctoral fellowships, grants, and exchange visits for capacity building. TWAS also facilitates research grants that allow successful candidates to conduct high-standard research using cutting-edge equipment and high-end infrastructure. The organization encourages grantees to publish their findings and attend international conferences, while also supporting collaborative mobility and skill-building workshops to enhance technical competencies and foster interdisciplinary research collaborations.

Job Overview:
The position of Administrative Assistant at TWAS involves supporting the grants program and assisting in the collection of data for monitoring and evaluation purposes. The incumbent will work under the overall authority of the TWAS director" style="border-bottom: 1px dotted #007bff !important;">Executive Director and the TWAS Associate Programme Officer. The role requires the individual to manage applications for Capacity Building Programmes, ensuring they meet established criteria and are complete before forwarding them to reviewers for evaluation. The Administrative Assistant will also be responsible for sending out award letters, initiating requests for the purchase of research equipment and reagents, and maintaining an up-to-date database. Additionally, the role includes responding to procedural queries, collecting final reports from grantees, and ensuring compliance with UNESCO procurement rules. The position also entails providing logistical support for workshops and conferences, drafting correspondence, and contributing to outreach efforts by expanding the database of contacts and disseminating information about specific programs and calls. The Administrative Assistant will prepare routine reports and data visualizations in accordance with UNESCO standards, thereby playing a crucial role in the operational efficiency of the grants program.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include:

• Receiving and logging applications for Capacity Building Programmes, checking for completeness and eligibility, and assigning applications to reviewers for evaluation.
• Sending out award letters and initiating requests for the purchase of equipment and reagents for research grants.
• Responding to procedural queries and maintaining an up-to-date database of applications and grantees.
• Collecting and uploading final reports from grantees into the database.
• Reviewing proforma submitted by grantees to ensure compliance with UNESCO procurement rules before entering them into the system.
• Providing logistical support for the organization of workshops and conferences, including communication with attendees and drafting routine correspondence.
• Assisting in the preparation of support materials for events and collecting feedback for future planning.
• Contributing to outreach efforts by adding new contacts to the database and disseminating information in target countries.
• Performing basic data extraction and preparing routine reports, tables, graphs, and charts on assigned programmes.

Required Qualifications:
The required qualifications for the Administrative Assistant position include:

• Completed secondary, technical, and/or vocational school education.
• A minimum of two (2) years of relevant administrative or project support experience.
• Experience in handling quotations and communication with suppliers and other partners is essential.
• Strong organizational skills and the ability to manage multiple tasks effectively.

Educational Background:
Candidates must have completed secondary education, which may include technical or vocational schooling. This educational background is essential for understanding the administrative and project support functions required in this role.

Experience:
The position requires a minimum of two (2) years of relevant administrative or project support experience. This experience should ideally be in an international environment, where the candidate has developed skills in managing administrative tasks, handling communications, and supporting project operations effectively.

Languages:
The mandatory language requirement for this position is excellent knowledge (both spoken and written) of English. This proficiency is crucial for effective communication within the organization and with external stakeholders. Additional language skills may be considered an asset but are not explicitly required.

Additional Notes:
This position is a Project Appointment with a duration of one year. It is open to both internal and external candidates, but only those entitled to work in the E.U. may apply. The approximate annual starting salary for this post is 36,214 Euros (€), and benefits may include 30 days of annual leave, family allowance, medical insurance, and a pension plan. Candidates should be aware that UNESCO will not reimburse expenses related to travel for interviews or relocation. The selection process may involve tests and assessments, and only selected candidates will be contacted for further steps. UNESCO emphasizes the importance of diversity and encourages applications from candidates of various backgrounds, including those from under-represented Member States, minority groups, and individuals with disabilities.