Mail Assistant

Contract

This is a G-3 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 3 years of experience, depending on education. More about G-3 contracts.

**OVERVIEW** ------------ Post Number : 1ITSC0995TP Grade : G-3 Parent Sector : Natural Sciences Sector (SC) Duty Station: Trieste Job Family: General Administrative Support Type of contract : Fixed Term Duration of contract : 2 years Recruitment open to : Internal and external candidates Application Deadline (Midnight Paris Time) : 19-DEC-2021 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism Long Description ---------------- **Only candidates who are entitled to work in the E.U. can apply for this position.** **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 ICTP Director and the direct supervision of the Supervisor of the Team the incumbent will be part of the Mail and Archive Team providing services at the mail office in order to process incoming and outgoing mail and parcels. ln addition, the incumbent will perform archiving tasks, be responsible for stationery and assist at the lnfo Point. Essential responsibilities include: Long Description ---------------- - Process incoming mail and parcels received from the service providers and prepare their distribution within ICTP . - Prepare outgoing mail and parcels, utilizing the various means of delivery services, select the most appropriate service related to the typology and destination. - Prepare custom clearance and declarations for incoming and outgoing official shipments for the supervisor's signature. - Collect and distribute the in-coming/out-going and internal mail and parcels in the various locations/buildings. - Move documents from offices to ICTP Archive and ensure proper storage and disposal in line with ICTP guidelines. - Provide services to the visitors at the ICTP Info Point. - Prepare the requested stationery supplies and distribute them to ICTP offices. Maintain an updated inventory of items in stock. - Manage the stock of gadgets of the Info Point Shop. Propose replenishment of the stock and prepare the Purchase requests accordingly. **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 two (2) years of relevant working experience in general services support, secretarial or administrative tasks, preferably in an international environment. ***SKILLS/COMPETENCIES*** - Knowledge of Italian postal regulations. - Excellent organizational skills. - Service-oriented with good interpersonal skills. - Ability to work quickly and efficiently under pressure, with minimum supervision, and to sustain limited periods with workload peaks. - Good computer skills, and ability to use digital photo camera for issuance of building access badges and other documents (i.e. MFAIC (Ministry of Foreign Affairs and International Cooperation) card, UN Laissez-passer, etc.) ***LANGUAGES*** - Excellent knowledge (spoken and written) of English and Italian. **DESIRABLE QUALIFICATIONS** ---------------------------- ***SKILLS/COMPETENCIES*** - Knowledge of Photoshop. ***LANGUAGES*** - Knowledge of another UNESCO official language (Arabic, Chinese, French, Russian or 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 more information in benefits and entitlements, please consult [ICSC website.](https://icsc.un.org/) **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 applies a zero tolerance policy against all forms of harassment. UNESCO is committed to achieve and sustain 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. Individuals from minority groups, indigenous groups and persons with disabilities, as well as nationals from non-and under-represented Member States [(last update here)](https://en.unesco.org/careers/geographicaldistribution) 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.