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Secretarial Assistant

OVERVIEW

Post Number : 1ITSC1065VC

Grade : G-4

Parent Sector : Natural Sciences Sector (SC)

Duty Station: Trieste

Job Family: General Administrative Support

Type of contract : Fixed Term Field

Duration of contract : 2 years with possibility of renewal

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 15-JUL-22 (extended)

 

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

This position is only open for candidates who are entitled to work in the E.U.

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-IAP-OWSD Secretariat.

The ED office secretariat is a central office and direct contact for stakeholders, TWAS Members, HQ and internal staff.

Under the direct supervision of the Senior Secretarial Assistant, the incumbent is responsible for ensuring an efficient, effective and smooth-running ED office.

Long Description

The incumbent will work in the Office of the Executive Director and will perform the following duties:

  • TWAS General Meeting, General Conference and Business meetings: Responsible for logistical arrangements, document collection and preparation.
  • ED missions: preparation and completion of administrative documents, tasks and correspondence related to the TWAS ED’s missions.
  • Assistance to the Senior Secretarial Assistant in maintaining the institutional email correspondence on matters of direct competence delegated by the Senior Secretarial Assistant and the Executive Director. Drafts correspondence and maintains, updates proper electronic and hard-copy files/records/data sources. Provides assistance to the Senior Secretarial Assistant in the election of new TWAS Members by updating databases, liaising with nominators, referees, evaluation committees.

Long Description

  • Fundraising: assists in preparation of project proposals through collating of statistical data, preparation of graphs, charts, tables for use and scrutiny by the TWAS ED.
  • Performs any additional activities that may be required to ensure a smooth-running and efficient Executive Director’s Office.

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)

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For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

 

Education

  •   Completed secondary, technical and/or vocational school

Work Experience

  •   Minimum three (3) years of relevant experience in secretarial tasks, preferably assisting the executive head of the organization or senior manager.

Long Description

Skills/Competencies

  •   Strong organizational skills with emphasis on accuracy and detail.
  •   Very good analytical and problem-solving skills, with ability to identify issues and provide options.
  •   Experience with data analysis, reconciliations and reporting.
  •   Ability to prioritize, plan and organize own work in order to respect deadlines.
  •   Knowledge of general office and administrative support.
  •   Good computer skills, proficiency in the use of MS Office (Word, Excel, Outlook, PowerPoint, etc.).

Languages

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

DESIRABLE QUALIFICATIONS

 

Work Experience

  •   One year of experience in an international environment.

Languages

  •   Good knowledge of French.
  •   Knowledge of another official UNESCO language (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.

 

For more information in benefits and entitlements, please consult ICSC website.

MORE INFORMATION

 

Candidates must use the UNESCO's online application system which is accessible through the following links:

For current UNESCO fixed-term staff members: UNESCO Intranet > Tools > HR Apps > Careers. If you are working remotely, you should connect to Careers portal through connect.unesco.org

For all other candidates: https://careers.unesco.org

For information: Personnel Office, Abdus Salam International Centre for Theoretical Physics, Strada Costiera, 11, 34151 Trieste, Italy. E-mail: personnel_office@ictp.it, phone: +39-040-2240-595/596/695

AN ASSESSMENT EXERCISE MAY BE USED IN THE EVALUATION OF CANDIDATES.

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.