Senior Management Support Officer

Job Posting Organization:
The Abdus Salam International Centre for Theoretical Physics (ICTP) was founded in 1964 by the Nobel Laureate Abdus Salam. It is located in Trieste, Italy, and has a mission to provide scientists from developing countries with the education and skills necessary for long and productive careers in science. Over the past 50 years, ICTP has played a crucial role in combating the scientific brain drain from developing nations and has been a significant contributor to global efforts aimed at enhancing scientific expertise in these regions. The organization operates with a commitment to fostering international collaboration and advancing scientific knowledge across various disciplines.

Job Overview:
The Senior Management Support Officer will work under the guidance of the ICTP Director and Deputy Director, providing high-level administrative and operational support. This role involves coordinating the work processes of the Office of the Director, acting as a liaison with other organizational units within ICTP, and facilitating collaboration with external stakeholders. The incumbent will play a pivotal role in organizing and preparing for the semi-annual meetings of the ICTP governing bodies, including the Steering Committee and Scientific Council. Responsibilities include ensuring the smooth execution of these sessions, following up on action points, and maintaining communication with members between meetings. The position also entails supporting the work of ICTP advisory bodies, ad-hoc committees, and working groups, documenting their recommendations for the ICTP Director. This role is essential for maintaining effective communication and workflow within the organization and with external partners, including UNESCO and IAEA.

Duties and Responsibilities:
The duties and responsibilities of the Senior Management Support Officer include:

• Providing high-level support to the ICTP Director and Deputy Director, including the preparation of briefings and talking points for meetings and official visits.
• Monitoring the implementation of management and policy decisions made by the Director and overseeing the organization of high-level visits to ICTP.
• Acting as a liaison between the Office of the Director and other ICTP organizational units to ensure effective information flow and workflow coordination.
• Making recommendations to streamline internal administrative procedures and improve workflows.
• Facilitating collaboration with internal and external partners, including UNESCO, IAEA, Italian government authorities, and leading academic institutions.
• Preparing institutional briefs on ICTP's history, governance, and collaborations as requested.
• Coordinating the organization of meetings for ICTP Governing Bodies, ensuring smooth execution and proper documentation.
• Serving as Secretary for meetings, documenting proceedings, tracking action points, and ensuring proper archiving of statutory documents.
• Coordinating meetings of ICTP advisory and internal committees, including agenda setting and follow-up on action items. 1
• Liaising with UNESCO/HQ focal points on the evaluation of selected ICTP programmes and preparing briefings as required. 1
• Undertaking additional activities as necessary to ensure the success of the work team.

Required Qualifications:
The required qualifications for the Senior Management Support Officer position include:

• An advanced university degree (Masters or equivalent) in International Development, Public Administration, Political Science, Management, Science Policy, or a related field.
• At least 2 years of relevant professional experience in supporting senior management or governing bodies within an international or intergovernmental organization or educational institution.
• Experience in tracking and following up on management and policy decisions, as well as coordinating official visits and high-profile delegations.
• Proven ability to coordinate across multiple organizational units and engage effectively with high-level internal and external partners.
• Strong analytical skills to assess administrative processes and propose practical improvements to enhance efficiency.

Educational Background:
Candidates must possess an advanced university degree (Masters or equivalent) in fields such as International Development, Public Administration, Political Science, Management, Science Policy, or a related discipline. This educational background is essential for understanding the complexities of international organizations and the governance structures within which they operate.

Experience:
Candidates should have a minimum of 2 years of relevant professional experience. This experience should ideally be in supporting senior management or governing bodies in an international or intergovernmental organization or educational institution. Familiarity with tracking and following up on management and policy decisions, as well as coordinating high-profile visits and delegations, is highly desirable.

Languages:
Excellent knowledge of English, both spoken and written, is mandatory for this position. Additionally, a good knowledge of another UN official language (Arabic, Chinese, French, Russian, Spanish) or Italian is considered an asset, enhancing the candidate's ability to communicate effectively in a multilingual environment.

Additional Notes:
The position is a fixed-term contract for a duration of 2 years, open to both internal and external candidates. The approximate annual starting salary for this post is 73,700 USD, and benefits may include 30 days of annual leave, family allowance, medical insurance, and a pension plan. The recruitment process may involve pre-recorded video interviews, written assessments, and panel interviews. Candidates are reminded that all applications must be submitted online by the specified deadline, and modifications cannot be made once submitted. UNESCO emphasizes the importance of diversity and encourages applications from individuals from under-represented Member States, minority groups, indigenous groups, and persons with disabilities.