Administrative Assistant

Job Posting Organization:
The Abdus Salam International Centre for Theoretical Physics (ICTP) was founded in 1964 by the late Nobel Laureate Abdus Salam. It is located in Trieste, Italy, and has a mission to provide scientists from developing countries with the continuing education and skills necessary for long and productive careers. Over the past 50 years, ICTP has played a significant role in combating the scientific brain drain from the developing world and has been a driving force in advancing scientific expertise globally. The organization focuses on fostering international collaboration and scientific research, particularly in the natural sciences, and operates with a commitment to diversity and inclusion.

Job Overview:
The Administrative Assistant will work under the overall supervision of the ICTP Director and the immediate supervision of the Senior Coordinator (Research and Partnerships). The role involves providing essential secretarial support to the Senior Coordinator, logistical and administrative assistance to the ICTP Director's Office, and aiding the HR Unit in managing the time and attendance (T&A) system, dependency verification, and the implementation of pilot projects. The position is crucial for ensuring the smooth operation of the Research and Partnerships Division and the Director’s Office, requiring a proactive approach to administrative tasks and a strong ability to manage multiple responsibilities effectively.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a variety of administrative tasks, including preparing documentation for administrative matters within the Research and Partnerships Division and the ICTP Director’s Office. This includes initiating procurement, human resources, hospitality, and other administrative requests, as well as obtaining necessary authorizations and funding allocations. The incumbent will provide day-to-day administrative assistance related to scientific staff, ICTP visitors, and fellows, draft correspondence and documents for the signature of the ICTP Director and Senior Coordinator, and manage visitor processes using ICTP systems. Additionally, the role involves providing logistical assistance for scientific visits and high-level delegations, answering inquiries on ICTP and UNESCO procedural matters, and supporting the organization of scientific events and award ceremonies. The Administrative Assistant will also generate financial and statistical reports, assist with budget requests, and support official duty travels, liaising with host organizations as necessary. In terms of HR support, the incumbent will administer the ICTP/TWAS time and attendance system, manage absence records, assist with dependency verification exercises, and provide logistical support for various projects and activities.

Required Qualifications:
Candidates must have completed secondary, technical, or vocational school. A minimum of 3 years of experience in an administrative or executive assistance position is required, preferably in an international environment. The role demands strong administrative and financial skills, including the ability to monitor complex calendars, manage databases, and oversee budget monitoring. Candidates should demonstrate a high level of reliability, a service-minded attitude, and the ability to work harmoniously with individuals from diverse cultural backgrounds. Flexibility, adaptability, and a strong sense of initiative are essential, along with attention to detail and discretion in handling confidential matters.

Educational Background:
The position requires candidates to have completed secondary education, with technical or vocational training being advantageous. This educational background is essential for performing the administrative tasks effectively and efficiently.

Experience:
Candidates should possess a minimum of 3 years of relevant experience in administrative or executive assistance roles. Experience in an international organization or scientific/academic institution is preferred, as it provides familiarity with the unique challenges and requirements of such environments.

Languages:
Excellent knowledge of English, both spoken and written, is mandatory for this position. Fluency in Italian or knowledge of other UN official languages (Arabic, Chinese, French, Russian, Spanish) is considered an asset, enhancing communication capabilities within the diverse international context of UNESCO.

Additional Notes:
The contract duration for this position is 1 year, and it is open to both internal and external candidates. The role is classified at Grade G-4, and the approximate annual starting salary is 39,780 EUR. UNESCO offers a range of benefits, including 30 days of annual leave, family allowance, medical insurance, and a pension plan. The application process requires candidates to complete an online application by the specified deadline, and the selection process may include video interviews, written assessments, and reference checks. UNESCO is committed to diversity and encourages applications from individuals from under-represented Member States, minority groups, indigenous groups, and persons with disabilities.