Administrative Assistant

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.

**OVERVIEW** ------------ Post Number : 1ITSC1062VC Grade : G-5 Parent Sector : Natural Sciences Sector (SC) Duty Station: Trieste Job Family: Programme Coordination Type of contract : Fixed Term Field Duration of contract : 2 years with possibility of renewal Recruitment open to : Internal and external candidates Application Deadline (Midnight Paris Time) : 26-SEP-2022 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism **Only candidates who are entitled to work in the E.U may apply to this position.** **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- The World Academy of Science (TWAS) is a UNESCO Programme and has its office at Trieste Italy. TWAS organizes and manages various programmes (fellowships, grants, awards) and conferences/meetings. TWAS hosts the Organization for Women in Science for the Developing World (OWSD) and The Inter Academy Partnership (IAP). Under the direct supervision of the InterAcademy Partnership (IAP) Coordinator and the supervision of the TWAS Executive Director, the Incumbent will be responsible for carrying out administrative duties related to the functioning of lAP - the global network of academies of science, medicine and engineering - functioning under the administrative umbrella of TWAS/UNESCO. The Incumbent will provide support to the lAP Secretariat, in order to assure smooth-running of activities and programmes. Long Description ---------------- The incumbent will perform the following duties: - To help achieve the goals set out in the IAP Strategic Plan: Organize and attend meetings of the lAP Board, the IAP Advisory Committee, and the IAP Development and Programme Committees; Coordinate with hosting partners the triennial IAP Conference and General Assembly of members; Prepare minutes and action plans for follow-up based on decisions taken at governance meetings and general assemblies; Organize triennial elections and carry out calls for nomination for the IAP Board, the Advisory Committee, the Programme and Development Committees in line with the lAP Statutes; Work with lAP Coordinator and others, including ad-hoc committees as relevant, in the implementation of agreed action plans. - Organize calls for proposals from member academies and IAP’s Regional Networks, etc, on scientific/policy issues; Prepare contracts for selected implementing parties (academies, consultants, etc), and follow up on contract implementation, including soliciting interim and final reports, preparing payment requests and following transfer of funds, etc.; Liaise with partners such as member academies, lAP Regional Networks, TWAS, the International Science Council (ISC) and others in planning, organizing and following up on lAP-supported and joint initiatives; Maintain frequent communication with lAP member academies, including the circulation of documents (reports/articles/statutes/draft agreements, etc.) for their comment and to coordinate responses and prepare summarized analyses for the lAP Board and/or Coordinator. Long Description ---------------- - Organize the annual call for nominations to the IAP Young Physician Leaders (YPL) annual leadership training workshop; Work with IAP’s elected leadership for review and selection of the new cohort; Communicate with members of this cohort regarding their travel to (usually) the World Health Summit in Berlin; Liaise with the WHS hosts and other partners in Berlin regarding logistical and administrative support at the event; Maintain online directory of IAP YPL alumni. - Provide data for inclusion in reports of activities carried out by IAP, written by the Coordinator (e.g. for the TWAS Steering Committee) and for the preparation of lAP publications, including the lAP Annual Report and IAP Statements on issues of global concern; Provide administrative support to Statement working groups and committees; Organize launch events (in-person or online) for IAP Statements, in close collaboration with the IAP Coordinator, Communications Assistant and the Board. - Participate in other meetings/events of relevance/importance to the development and visibility of lAP; Coordinate with the IAP Administrative Assistant in the execution of administrative and secretarial functions. - Perform additional activities that may be required to ensure the success of the work team. **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](https://en.unesco.org/sites/default/files/competency_framework_e.pdf). **REQUIRED QUALIFICATIONS** --------------------------- **Education** - Completed secondary education, technical and/or vocational school. **Work Experience** - At least five (5) years of relevant experience in administrative function and/or in the field of project assistance and support, or a related area. - Experience dealing with budgetary and administrative issues. Long Description ---------------- **Skills/Competencies** - Knowledge of standard office computer applications (MS Office, SAP, etc.), with proficiency in Power Point and Excel. - Ability to analyse complex issues, show initiative and propose appropriate solutions. - Excellent communications skills (oral and written). - Good interpersonal, organizational and coordination skills. - Ability to work quickly and efficiently under pressure with minimum supervision. - Flexibility to adjust work schedules and priorities. - Knowledge of the general purpose and functioning of the Academy. - Capacity to deal efficiently and tactfully with different partners/institutions and other stakeholders at all levels in a multicultural environment. **Languages** - Excellent knowledge of English and Italian (written and spoken). **DESIRABLE QUALIFICATIONS** ---------------------------- **Work Experience** - Experience in an international environment. **Languages** - Knowledge of Italian. - Knowledge of another official UNESCO language (Arabic, Chinese, French, Russian, Spanish) ADDITIONAL INFORMATION ---------------------- Only candidates who are entitled to work in the E.U. may apply to this position. Please note that for this position UNESCO will not reimburse expenses such as travel in connection with interviews, tests and relocation. **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. For full information on benefits and entitlements, please consult our [Guide to Staff Benefits.](https://en.unesco.org/sites/default/files/unesco-staff-compensation-booklet_en.pdf) MORE INFORMATION ---------------- Candidates must use the UNESCO's online application system which is accessible through the following links: For current UNESCO fixed-term staff members: UNESCO Intranet > Tools > HR Apps > Careers. If you are working remotely, you should connect to Careers portal through connect.unesco.org For all other candidates: https://careers.unesco.org For information: Personnel Office, Abdus Salam International Centre for Theoretical Physics, Strada Costiera, 11, 34151 Trieste, Italy. E-mail: personnel\_[email protected], phone: +39-040-2240-595/596/695 **AN ASSESSMENT EXERCISE MAY BE USED IN THE EVALUATION OF CANDIDATES.** **SELECTION AND RECRUITMENT PROCESS** ------------------------------------- Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the [UNESCO careers website.](https://careers.unesco.org/careersection/2/joblist.ftl) No modifications can be made to the application submitted. The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview. UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates. Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided. **Footer** ---------- UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States ([last update here](https://en.unesco.org/careers/geographicaldistribution)) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts. UNESCO does not charge a fee at any stage of the recruitment process.