Job Advertisement

Position Title: Administrative Support
Location: Trieste
Country: Italy
Deadline Date: 28-NOV-2024

Job Details

Job Posting Organization:
The Abdus Salam International Centre for Theoretical Physics (ICTP) was founded in 1964 by the late Nobel Laureate Abdus Salam. Located in Trieste, Italy, ICTP aims 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 crucial role in combating the scientific brain drain from the developing world, making significant contributions to global efforts to enhance scientific expertise in these regions.

Job Overview:
The position of Administrative Support at ICTP involves providing comprehensive administrative assistance to various programs within the organization. The incumbent will work under the overall authority of the Director of ICTP and the supervision of the Senior Coordinator for Programmes & Advancement. The role is essential for ensuring the smooth operation of ICTP's activities, which include managing visitors and fellows, organizing scientific events, and maintaining administrative documentation. The successful candidate will be responsible for updating visitor management tools, processing correspondence, and generating financial reports, among other tasks. This position is vital for supporting the Centre's mission of advancing scientific knowledge and education in developing countries.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Support position include:

• Providing day-to-day administrative assistance related to ICTP visitors and fellows, ensuring the visitor management tool is up to date and accurate.
• Offering guidance and training on the use of administrative tools to junior staff.
• Assisting in the organization and promotion of scientific events and programs, including booking venues and managing visitor registrations.
• Making travel arrangements for visitors and staff, including visa and accommodation support.
• Processing incoming correspondence and preparing outgoing documentation, ensuring compliance with guidelines.
• Proofreading documents for accuracy and completeness.
• Generating financial and statistical reports, monitoring fund usage, and preparing budget requests.
• Preparing visual materials for reports and presentations.
• Liaising with external parties for funding initiatives and providing administrative support for Fundraising activities. 1
• Performing additional tasks as required to ensure the success of the work team.

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

• Completed secondary, technical, or vocational school education.
• At least three years of relevant work experience in secretarial, Administration, or related fields.
• Strong ability to work as part of a team and manage tight deadlines.
• Flexibility to adjust work schedules and handle complex situations.
• Proficiency in general office and administrative support tasks.
• Excellent drafting skills and good IT skills, particularly in MS Office applications (Word, Excel, Outlook, PowerPoint).

Educational Background:
Candidates must have completed secondary education, with a preference for technical or Vocational Training that supports administrative functions. This educational background is essential for understanding the administrative processes and tools used within the organization.

Experience:
Candidates should possess a minimum of three years of relevant work experience in administrative roles, particularly in environments similar to international organizations or scientific institutions. This experience should demonstrate the ability to manage administrative tasks effectively and work collaboratively in a team setting.

Languages:
The position requires excellent knowledge of English, both spoken and written. Additionally, a good knowledge of Italian is also necessary, as it will facilitate communication within the local context and with Italian-speaking colleagues and stakeholders.

Additional Notes:
This position is a temporary appointment with a contract duration ranging from 1 to 6 months. It is open to both internal and external candidates, but only those entitled to work in the EU may apply. The approximate annual starting salary for this position is €39,039, and benefits may include 30 days of annual leave, family allowance, medical insurance, and a pension plan. UNESCO emphasizes a commitment to diversity and encourages applications from under-represented groups, including individuals from minority and indigenous backgrounds.