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Administrative Assistant

4 mesi fa

Trieste, Friuli Venezia Giulia, Italia UNESCO A tempo pieno
OVERVIEW

Post Number: 1ITSCPA047VC

Grade: G-4

Parent Sector: Natural Sciences Sector

Duty Station: Trieste

Job Family: Natural Sciences

Type of contract: Project Appointment

Duration of contract: 1 year

Recruitment open to: Internal and external candidates

Application Deadline: 07-JUN-2024

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 to enhance scientific capacity in developing countries. The TWAS Executive Director oversees the Secretariat of TWAS, the Organization for Women in Science for the Developing World (OWSD), and the InterAcademy Partnership (IAP).

Under the authority of the Executive Director of TWAS and supervision of the Administrative Assistant, the incumbent will handle standard administrative support and activities following UNESCO regulations. Working as part of a team, the incumbent will be responsible for various administrative tasks including procurement, IT support, financial transactions, accounts management, report preparation, and document handling.

The responsibilities of the incumbent will include:



Procurement:

Support procurement requests and bidding processesPrepare bidding documentation and secure bidsVerify purchase requisitions and ensure compliance with regulationsCoordinate shipments and customs clearanceSubmit procurement processes for compliance certification

Logistics:

Manage office facilities, utilities, and servicesCoordinate protocol-related processes for shipments and vehiclesAssist with travel arrangements and IT support

Budget and Finance Accountabilities:

Provide guidance on financial rules and proceduresAssist in budget preparation and financial reportingEnsure proper accounting records and process paymentsMaintain transaction records and prepare documentationCOMPETENCIES (Core / Managerial)
Accountability, Communication, Innovation, Knowledge sharing and continuous improvement, Planning and organizing, Professionalism, Results focus, TeamworkREQUIRED QUALIFICATIONS

Education

Completed secondary, technical, or vocational education

Work Experience

Minimum of three (3) years of relevant administrative or financial assistance experience

Skills and Competencies

Proficient in modern office skillsStrong interpersonal and communication skillsEffective organizational and coordination abilitiesEnsure work efficiency and adaptability to priorities

Languages

Excellent proficiency in English and ItalianDESIRABLE QUALIFICATIONS

Skills and Competencies

Ability to work harmoniously with diverse groups

Work Experience

Experience in procurement related rolesProcurement qualifications from accredited institutionsExperience in IT support and website management

Languages

Knowledge of another official UNESCO languageBENEFITS AND ENTITLEMENTS

UNESCO offers a competitive salary and benefits package including annual leave, family allowance, medical insurance, and pension plan among others.

For detailed information on benefits, refer to the UNESCO Guide to Staff Benefits.

SELECTION AND RECRUITMENT PROCESS

All candidates must complete an online application with accurate information. Evaluation is based on vacancy criteria, including possible tests and competency interviews.

UNESCO utilizes various communication technologies for candidate assessments.

Only shortlisted candidates will be contacted, and final candidates are subject to reference checks.


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UNESCO prioritizes efficiency, technical competence, and integrity in staff appointments. A zero-tolerance policy is in place against harassment. Diversity and gender parity are key goals for UNESCO. Candidates from underrepresented countries are encouraged to apply. The organization ensures confidentiality throughout the application process and requires worldwide mobility for international posts.

No fees are charged during any stage of the recruitment process.