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Administrative Assistant

4 mesi fa

Trieste, Italia UNESCO A tempo pieno

OVERVIEW

Post Number : 1ITSCPA047VC

Grade : G-4

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) : 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 at building scientific capacity In developing countries. The TWAS Executive Director is the overall responsible officer for the Secretariat of TWAS, the Organization for Women in Science for the Developing World (OWSD) and the InterAcademy Partnership (IAP). 

Under the overall delegated authority of the Executive Director of TWAS and the direct supervision of the Administrative Assistant, the incumbent will be involved in the completion of standard administrative support and activities and processes as per UNESCO Rules and Regulations. As a team member, the incumbent will provide administrative and support services in procurement, IT, processing transactions, controlling and maintaining accounts and databases, and preparing routine reports, correspondence, and technical and administrative documentation.

In particular, the incumbent will perform the following duties:

Long Description

Procurement:

Provide support for procurement requests and bidding processes below USD 100 000. Prepare final bidding documentation, ensuring adequacy of procedures adopted, securing bids / proposals. Verify purchase requisitions, check comparative quotations and certify for compliance with Rules and Regulations. Arrange shipments, customs clearance, delivery to final destination, inspection and recording. Submit completed procurement processes for certification of compliance with Rules and Regulations.

Logistics:

Support the Administrative Unit in managing and maintaining the Office’s facilities,utilities and services including internal and external mail. Coordinate protocol-related processes with the authorities related to shipments and vehicles. Assist staff, visitors and participants in travel arrangements, obtaining visas and resident documents. Provide IT support to colleagues and international partners located remotely,regarding common software such as MS Office, Mozilla Thunderbird, web conference tools, the TWAS website and Online Forms, and website malfunctions.

Budget and Finance Accountabilities: 

Provide guidance on basic rules and procedures. Assist in preparation and recording of budget. Assist in the production of a variety of financial reports and statistics related to regular and extra-budgetary funds. Ensure that accounting records are complete and properly filed. Process payments and make disbursements in compliance with rules, regulations and procedures.

General Accountabilities:

Maintain records of transactions and Office activities.  Maintain or draft correspondence, technical papers, project/programme plans and general reference documents.

COMPETENCIES (Core / Managerial)

Accountability (C)Communication (C)Innovation (C)Knowledge sharing and continuous improvement (C)Planning and organizing (C)Professionalism (C)Results focus (C)Teamwork (C)

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For detailed information, please consult the .

REQUIRED QUALIFICATIONS

Education

Completed secondary, technical and/or vocational school.

Work Experience

At least three (3) years of relevant working experience in providing administrative or financial assistance.

Skills and Competencies 

Excellent knowledge of modern office skills. Good interpersonal and communication skills. Good organizational and coordination skills. Ability to ensure efficiency Flexibility to adjust to work schedules and priorities

Languages

Excellent knowledge (spoken and written) of English and Italian.

DESIRABLE QUALIFICATIONS

Skills and Competencies 

Tact and ability to work harmoniously with visitors and staff of diverse national and cultural backgrounds

Work Experience

Experience in a procurement related role; United Nations Development Programme (UNDP) procurement qualifications accredited by theChartered Institute of Procurement and Supply (CIPS or similar procurement related training; Experience in IT support and website content management tools;

Languages

Knowledge of another official language of UNESCO (Arabic, Chinese, French, Russian, Spanish).

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 37 599Euros.