Office Assistant

Parent Sector: Natural Sciences Sector (SC) 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 (Midnight Paris Time): 16-DEC-2025 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. The World Academy of Sciences (TWAS) aims at building scientific capacity in both education and research in developing countries. TWAS implements programmes to support and strengthen scientific research in Science and Technology Lagging Countries, in order to develop skills essential to tackle national and regional challenges and promote wellbeing and a sustainable future. TWAS enables young scientists from developing countries to apply for PhD and postdoctoral fellowships, grants and exchange visits for capacity building. The research grants allow successful candidates to have the opportunity to undertake a high standard of research with cutting edge equipment and high-end infrastructure procured through the grants. Awarded grantees are encouraged to publish and attend international conferences. In addition, TWAS also supports opportunities for collaborative mobility and skill-building workshops, which aim at consolidating technical competencies and developing new ones, as well as establishing strategic collaborations for interdisciplinary research. Job Description Under the overall authority of the TWAS Executive Director and the TWAS Associate Programme Officer, the incumbent will assist with the grants programme as well as collection of data for monitoring and evaluation. Responsibilities Receive and log applications for Capacity Building Programmes; check completeness of the submission and eligibility according to established criteria, and, if relevant, assign applications to reviewers for evaluation; send out award letters; initiate requests for the purchase of equipment and reagents for research grants; respond to procedural queries, keep the database up to date; request and receive final reports from grantees and upload them into the database. Receive and check proforma submitted by the grantees and ensure they meet all UNESCO procurement rules and regulations prior to inserting it in the system. Provide basic logistical support with the organisation of workshops/conferences, communicate with attendees; draft routine letters and correspondence associated with the event; assist with the preparation of support material for the events as well as collection of feedback for evaluation and planning of future editions. Following the guidelines provided by the supervisor(s), contribute to increasing current outreach efforts by including new contacts into the database and carry out dissemination in target countries on specific programmes and calls. Perform basic data extraction, prepare routine reports, tables, graphs, charts, etc. on the assigned programmes in accordance with the UNESCO standards. Competencies (Core / Managerial) Accountability (C) Communication (C) Knowledge sharing and continuous improvement (C) Education Completed secondary, technical and/or vocational school. Work Experience Minimum two (2) years of relevant administrative or project support experience. Skills / Competencies Experience in handling of quotations and communication with suppliers and other partners. Language Excellent knowledge (spoken and written) of English. Desirable Qualifications Secretarial and administration experience in an international environment. 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. The approximate annual starting salary for this post is 36,214 Euros (€). Application Process Please note that all candidates must complete an online application and provide complete and accurate information. To apply, please visit the UNESCO careers website. 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 an 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. #J-18808-Ljbffr