Office Assistant (Part Time, 80%)

Job Title: Office Assistant (Part Time, 80%)

Organization: UNESCO

Post Number : 1ITSCTA 008VC

Grade : G-3

Parent Sector : Natural Sciences Sector (SC)

Duty Station: Trieste, Italy

Job Family: Natural Sciences

Type of contract : Temporary Appointment

Duration of contract : From 1 to 6 months

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 01-SEP-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 - InterAcademy Partnership (IAP) - Organization for Women in Science for the Developing World (OWSD) Secretariat.
Under the direct supervision of the TWAS Programme Coordinator and under the authority of the TWAS Executive Director, and in coordination with the Associate Programme Officers, the Incumbent provides administrative and secretarial assistance related to the functioning of Capacity Building Unit , which implements programmes to strengthen science and technology in developing countries. As part of the Capacity Building Unit, the Incumbent provides support designed to assure the smooth-running of the Unit by providing administrative help.
The incumbent will perform the following duties:

• Receive and log applications for Capacity Building Programmes; check eligibility and, if relevant, assign applications to reviewers for evaluation; send out award letters; provide support 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 into database.
• Provide support with the organisation of workshops/conferences, with the logistics and communications with attendees; help with the drafting of letters and various 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.
• Follow guidelines by the Programme Coordinator to increase current outreach efforts by including new contacts into the database and carry out dissemination in target countries on specific programmes and calls
• Prepare standard reports for the Executive Director and/or the Programme Coordinator including data and information on programme related activities

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.

REQUIRED QUALIFICATIONS

EDUCATION

• Completed secondary, technical and/or vocational school. 

WORK EXPERIENCE

• At least 2 years of relevant administrative or project support experience 

SKILLS/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 

DESIRABLE QUALIFICATIONS

SKILLS/COMPETENCIES

• Secretarial and administration experience in an international environment is an asset as well as previous handling of quotations and communication with suppliers and other partners 
• Tact and ability to work harmoniously with visitors and staff of different national and cultural backgrounds 

LANGUAGES

• Basic knowledge (spoken and written) of Italian or other UN language 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.

The approximate annual starting salary for this post is 32 064 Euro €.

For full information on benefits and entitlements, please consult our Guide to Staff Benefits. 

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. 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.

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) 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.

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