UNESCO Administrative Assistant Vacancy with an Annual Salary of 49,824 Euros—Apply Today!

UNESCO Administrative Assistant Vacancy with an Annual Salary of 49,824 Euros—Apply Today!

• Post Number : 1ITSC 0919TP
• Grade : G-6
• Parent Sector : Natural Sciences Sector (SC)
• Duty Station : Trieste
• Job Family : Natural Sciences
• Type of contract : Fixed Term
• Duration of contract : 2 years
• Recruitment open to : Internal and external candidates
• Application Deadline (Midnight Paris Time) : 01-MAY-2025

UNESCO is seeking an Administrative Assistant for 2025. This role offers a chance to support educational initiatives globally while working within a dynamic international team. Don’t miss this exciting opportunity—apply now! Under the overall authority of the Director of ICTP and the direct supervision of the Head of Section/Senior Research Scientist, Mathematics Section, the incumbent provides high-level administrative support services in a range of specialized areas and plays a lead role within the unit in ensuring application and compliance with the rules, regulations, policies and practices in place. 

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Responsibilities

General Accountabilities

• Act as focal point for information and clarification on matters related to administration which may require explanation
• Produce the documentation required to handle all administrative matters of the Section/Groups and complete administrative coordination of the Mathematics Section
• Provide guidance and interpretation on administrative rules, regulations and procedures

Financial Accountabilities

• Advise and assist on administrative matters for their final decision making related to the Section and to its scientific activities
• Ensure that existing financial procedures/rules are followed
• Collaborate with various administrative offices to ensure the implementation and follow-up of section/groups head/coordinators

Logistics Accountabilities

• Create all visits and related records on SIS and update regularly in order to enable the smooth working procedures of other administrative/financial offices
• Provide day-to-day assistance and administrative briefing to visiting scientists and permanent staff and ensure procedures are followed
• Maintain schedules and logistics of weekly seminars

Administrative Support to the Directorate and externally funded projects

• Assist the Director’s Office in general coordinating functions of the Institute, organization of high level visits and meetings, initiatives to promote the scientific standing of ICTP, as well as internal events and ceremonies.  Follow-up on the implementation of the decisions and instructions issued by the ICTP Director as required 
• Provide administrative assistance regarding the participation of ICTP scientists in externally funded research projects
• Revise the grant application if necessary and ensuring compliance with ICTP rules and regulations, coordination with Budget and Finance on preparation of budgets

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Requirements

EDUCATION

• Completed secondary, technical and/or vocational school

WORK EXPERIENCE

• Minimum eight (8) years of relevant working experience in administrative function
• Experience dealing with technical and administrative issues
• Experience in financial procedures

SKILLS/COMPETENCIES

• Knowledge of standard office computer applications (MS Office) and ERP systems (SAP, Oracle, etc)
• Ability to analyse complex issues, show initiative and propose appropriate solutions.
• Good interpersonal, organizational and coordination skills.
• Flexibility to adjust work schedules and priorities.
• Capacity to deal efficiently and tactfully with different partners/institutions and other stakeholders at all levels in a multicultural environment.
• Excellent communications skills (oral and written), including excellent drafting skills in English

LANGUAGES

• Excellent knowledge of (spoken and written) English
• Very good knowledge of (spoken and written) Italian

DESIRABLE QUALIFICATIONS

WORK EXPERIENCE

• Experience in an international environment or in a scientific organization.

LANGUAGES

• Knowledge of another UN official language (Arabic, Chinese, French, Russian, Spanish).

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Benefits and Entitlements

• UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.
• The approximate annual starting salary for this post is 49 824 Euros.