Office Assistant
OVERVIEW
Post Number : 1ITSC PA052VC
Grade : G-3
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.
OVERVIEW OF THE FUNCTIONS OF THE POST
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.
Long 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.
Long Description
In particular, the incumbent will:
• 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), contibute 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)
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REQUIRED QUALIFICATIONS
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
SKILLS/COMPETENCIES
• 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 (€).
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 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.
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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.
Please note that UNESCO is a non-smoking Organization.