• Provide day-to-day administrative assistance related to ICTP visitors and fellows. Keep the ICTP working tool for visitor management up to date, review and ensure the quality control of the data. Update and code financial/visit status, function and selection criteria.
• Provide guidance and training on the use of the tool to new/more junior staff.
• Assist in the organization and advertising of scientific events and programmes within Division/Section/Unit.
• Book venues for the events. Register and in-process visitors and provide support necessary during their stay by making appropriate travel/visa/accomodation arrangements and answering their queries of procedural matters. Ensure completion of necessary out-processing requirements upon completion of the visit.
• Process and file incoming correspondence for the research/programmatic offices/units. Prepare in a final form a variety of outgoing correspondence and other administrative documentation.

• Proofread outgoing written documents for completeness, grammatical and typographical accuracy and compliance with guidelines. Provide procedural guidance on preparation of documentations to scientific and administrative staff of the organizational unit.
• Generate financial and statistical reports, monitor the use of funds, ensuring compliance with approved amounts and guidelines.
• Provide input into preparation of budget requests and financial updates by preparing cost estimates and calculations and cross-checking the financial data.
• Prepare graphs, charts, tables for inclusion into scientific and administrative reports. Prepare visual materials for and format and finalize presentations.
• Make travel arrangements for staff, initiate procurement, HR, hospitality and other administrative requests, obtaining necessary authorizations and funding allocations. Monitor the approval of the requests and follow up with relevant focal points on outstanding matters.
• Liaise with external parties/agencies on the external funding of relevant activities, provide administrative support to fund-raising initiatives
• Additional activities that may be required to ensure the success of the work team.

COMPETENCIES (Core / Managerial)

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REQUIRED QUALIFICATIONS:

Education:

• Completed secondary, technical and/or vocational school education.

Work Experience:

• At least three (3) years of relevant working experience in areas related to secretarial, administration or related fields.

Skills and Competencies

• Ability to work as part of a team and under tight deadlines, to deal with complex and sensitive situations andflexibility to adjust work schedules.
• Ability to quickly switch full attention between subjects.
• Knowledge of general office and administrative support.
• Ability to prioritize, plan and organize and prioritize workloads to respect established deadlines.
• Good drafting skills.
• Good IT skills, proficiency in the use of MS Office (Word, Excel, Outlook, PowerPoint, etc.)

Languages

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

DESIRABLE QUALIFICATIONS

Work Experience

• Similar working experience with diverse organizations in the region or within the United Nations system or in an international organization/institution.