Programme Assistant - Trieste, Italia - UNESCO

UNESCO

Azienda verificata

Trieste, Italia

3 settimane fa

Inviato da:

Piero Bianchi

Reclutatore di talenti per beBee

Descrizione

OVERVIEW

Post Number: 1ITSC 0917TP

Grade:
G-5

Parent Sector:
Natural Sciences Sector (SC)

Duty Station:
Trieste

Job Family:
Natural Sciences

Type of contract:
Fixed Term

Duration of contract: 2 years

Application Deadline (Midnight Paris Time): 20-JUL-2023

UNESCO Core Values:
Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

OVERVIEW OF THE FUNCTIONS OF THE POST

Founded in 1964 by the late Nobel Laureate Abdus Salam and located in Trieste (Italy), the Abdus Salam International Centre for Theoretical Physics (ICTP) seeks to accomplish its mandate by providing scientists from developing countries with the continuing education and skills that they need to enjoy long and productive careers.

ICTP has been a major force in stemming the scientific brain drain from the developing world.

For more than 50 years, ICTP has been a driving force behind global efforts to advance scientific expertise in the developing world.

Under the authority of the Director, ICTP and the overall supervision of the Senior Coordinator of the Programmes and Advancement Section and immediate supervision of the Research Scientist heading the Unit, the incumbents will provide secretarial and administrative support to ICTP programmes and events throughout their organizational phases, facilitates organization of activities and accomplishment of administrative procedures of the respective organizational unit of the Centre.

The position is located in the External Activities Unit.

Long Description

Essential responsibilities include:

Act as the administrative focal point for the Unit and/or joint fellowship programme with another institution (such as IAEA, TRIL, etc.).

Advise and provide guidance and support to the programmes, scientific staff, as well as visitors and fellows on UNESCO and ICTP administrative and operative requirements, policies, guidelines and procedures.

Provide training to and coordinate the work of more junior administrative staff.

Provide administrative and induction briefings for staff and visitors. Keep Unit staff informed of any changes to procedures and guidelines.

Ensure that the rules and requirements are met with agreed donors of funded programmes and alert as necessary on any potential conflict with UNESCO and ICTP policies.

Prepare reports and specific statistical data on the activities of the Unit.

Collaborate with other offices to organize travel arrangements for visitors and staff, initiate procurement, HR contract requests for external scientists, hospitality and other administrative requests, monitor the relevant approval process, and crosscheck outstanding data and invoices for payment.

Prepare and proofread a variety of written documents for content, completeness, grammatical and typographical accuracy and compliance with guidelines.

Provide assistance to allotment holders in the correct use of the allotted funds and prepare cost estimates. Monitor the use of funds and ensure compliance with approved amounts and guidelines. Provide necessary data to Budget and Finance Unit for financial reports preparation.

For activities held outside ICTP, prepare requests to the Budget and Finance Unit for fund reservations and for requests of transfers of funds to institutes abroad.

Long Description

Prepare the organization and advertisement of scientific events held in-house and outside ICTP, as well as programmes within the Unit for distribution, as required.

Maintain activity/research group web-pages.

Keep the ICTP working tool for visitor management up to date, review and ensure the quality control of the data.

Update and code financial/visit status and function.

Issue of invitation letters, register incoming visitors and provide assistance necessary during their stay by proactively interacting with other Sections/Units/Offices.

Ensure completion of necessary out-processing requirements upon completion of the visit.

For the events held outside ICTP, liaise with partner institutes to verify conditions in the institution hosting the event and coordinate the organizational aspects of the events in line with local standards and regulations.

COMPETENCIES (Core / Managerial) Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) Professionalism (C) - For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

EDUCATION
Completed secondary, technical and/or vocational school

WORK EXPERIENCE
At least five (5) years of relevant working experience in secretarial and/or administrative function.

Experience dealing with budgetary and administrative issues.

SKILLS/COMPETENCIES

Ability to work quickly and efficiently under pressure, with minimum supervision, and to sustain periods with workload peaks.

Ability to prioritize, plan and organize the workload in order to respect deadlines.

High lev