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 overall authority of the Director, ICTP and the direct supervision of the Unit Head, the incumbent provides 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. Essential responsibilities include:

Long Description

Act as the administrative focal point for the Unit and/or joint fellowship programme with another institutions (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.

Monitor the respect of rules and requirements agreed to with 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

Programme Assistant 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.Programme Assistant 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.

As Programme Assistant required, prepare the organization and advertising of scientific events held in-house and outside ICTP, as well as programmes within the Unit for worldwide distribution. 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.

As required,Programme Assistant liaise with external parties/agencies on the external funding of assigned activities, provide administrative support to fund-raising initiatives. Prepare applications for funding ensuring they are in line with ICTP rules and regulations and with the requirements of the funding partners/agencies, as well as following up on related administrative matters.

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

• Programme Assistant Ability to work quickly and efficiently under pressure, with minimum supervision, and to sustain limited periods with workload peaks.
• Ability to quickly switch full attention between subjects.
• Knowledge of standard office computer applications (MS Office, SAP, etc.).
• Ability to prioritize, plan and organize own work in order to respect deadlines.
• High level of reliability with a responsive and service-minded attitude and behaviour.
• Tact and ability to work harmoniously with visitors and staff members of different nationalities and cultural backgrounds.
• Excellent communications skills (oral and written), including excellent drafting skills in English.

LANGUAGES

• Excellent knowledge (spoken and written) of English and Italian.

Source:https://careers.unesco.org/job/Trieste-Programme-Assistant/737849402/

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