Administrative Assistant

Contract

This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education. More about G-4 contracts.

**OVERVIEW** ------------ Post Number : 1ITSC 1063VC Grade : G-4 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) : 20-JUL-2023 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 Sciences (TWAS) aims at building scientific capacity In developing countries. The TWAS Executive Director is the overall responsible officer for TWAS and the entire TWAS-IAP-OWSD Secretariat. Under the direct supervision of the InterAcademy Partnership (IAP) Programme Coordinator, the authority of the TWAS Executive Director, and in coordination with the Administrative Assistant, the Incumbent provides administrative and secretarial assistance related to the functioning of IAP, the global network which brings together academies of science, medicine and engineering and which operates under the administrative umbrella of TWAS/UNESCO. As part of the IAP Secretariat, the Incumbent provides support designed to assure the smooth-running of IAP activities and programmes. The incumbent will perform the following duties: Long Description ---------------- - Ensure the timely and efficient provision of secretarial support including word processing and final formatting of official correspondence and documentation, review completed correspondence and documentation for accuracy, proper format and conformance with policies and procedures; answer daily correspondence and requests for information; maintain files and other manual and computerised information and reference systems - Assist in the preparations for the IAP General Assembly, Steering and Executive Committee meetings and other meetings (in-person, online or hybrid) as required, in close collaboration with host academies and project partners etc - e.g. prepare agendas and folders for business sessions, assist with logistical arrangements for meetings - Attend meetings, prepare minutes and action plans and assist the IAP Coordinator in the implementation of such plans - Assemble information for periodic IAP funding reviews; draft contracts and letters of contribution; maintain detailed records of IAP expenditures and commitments; correspond with beneficiaries of IAP support and liaise with suppliers and with project partners for periodic and final reports; liaise with TWAS Finance Office to ensure compliance with UNESCO financial rules and administrative procedures - In collaboration with the lead academy, support Working Groups in the preparation of draft statements and other IAP outputs on issues of global concern; circulate drafts to the the IAP Board and to all members; track and follow up on responses and prepare status report for editorial purposes. Assist with logistical arrangements for launch events, in collaboration with the Communications Assistant - Compile information on periodic IAP activities e.g. for publication in IAP'S Annual Report, the IAP website etc. Communicate with IAP member academies, including circulation of articles and reports and announcements of new activities; coordinate responses to surveys soliciting their feedback - 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, technical and/or vocational school. **WORK EXPERIENCE** - At least three (3) years of relevant working experience along with experience in providing secretarial or related services **SKILLS/COMPETENCIES** - Excellent knowledge of modern office skills, including IT skills for Microsoft Office tools (Word, Excel, Office..etc) - Good interpersonal and communication skills - Good organizational and coordination skills - Ability to ensure efficiency - Tact and ability to work harmoniously with visitors and staff of different national and cultural backgrounds - Flexibility to adjust to work schedules and priorities **LANGUAGES** - Excellent knowledge (spoken and written) of English **DESIRABLE QUALIFICATIONS** ---------------------------- **SKILLS/COMPETENCIES** - Knowledge of InterAcademy Partnership (IAP) and academies in general - Knowledge and prior experience using SAP **LANGUAGES** - Basic knowledge (spoken and written) of Italian or other UN language (Arabic, Chinese, Russian or Spanish) is an asset. **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://unesco.sharepoint.com/:b:/s/HRMTeam/ESzDuIMSjEtIqYwVozjc3I8Bb5Kj-P0DrTgbm4BIjD17nQ?e=41cm7D). **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.