Administrative Assistant
JOB DETAIL
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)
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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 37 599 Euros.
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.
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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.
