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Senior Human Resources Assistant


Post Number : 1ITSC1039TP

Grade : G-6

Parent Sector : Natural Sciences Sector (SC)

Duty Station: Trieste

Job Family: Human Resources

Type of contract : Fixed Term

Duration of contract : 2 years

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 12-FEB-2022


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


Long Description

Only candidates who are entitled to work in the E.U. can apply for this position.



Founded in 1964 by the late Nobel Laureate Abdus Salam and located in Trieste (Italy), the Abdus Salam International Centre for Theoretical Physics (ICTP) seeks to accomplish its mandate by providing scientists from developing countries with the continuing education and skills that they need to enjoy long and productive careers. ICTP has been a major force in stemming the scientific brain drain from the developing world. For more than 50 years, ICTP has been a driving force behind global efforts to advance scientific expertise in the developing world.


Under the overall supervision of Human Resources Officer (HRO), the incumbent is the primary focal point on candidate sourcing, staff recruitment and on-boarding. The incumbent is also an alternate focal point on staff payroll matters, and is responsible for monitoring the HR Unit  budget. Essential responsibilities include:

Long Description

Talent sourcing and outreach

  • Promote ICTP visibility as employer of choice. In consultation with the supervisor and the Public Information Officer, draft presentations, flyers, materials for ICTP career website and other information documents on ICTP recruitment targets and process; participate in outreach activities. Make recommendations to supervisor on increasing the searchability of information on ICTP career opportunities, provide new ideas for/input into redesign on ICTP career website. Keep abreast of best practices in the field of talent sourcing. 
  • In partnership with hiring managers, set the candidate profiles for the posts to be advertised. Draft vacancy notices and ensure they are posted on UNESCO and/or ICTP website. Conduct additional candidate sourcing activities if needed.
  • Advise managers on appropriate assessment tools to evaluate the candidates. Review and endorse the shortlists for locally recruited positions (GS). 
  • Contribute to positive candidate experience by organizing interviews and tests and making necessary travel arrangements, providing explanations to candidates on the recruitment process and timelines. 
  • Help hiring managers to formulate competency-based interview questions. Ensure interview and written test questions are in line with the vacancy requirements and give a fair chance to all candidates to respond to them. Participate in the interview panels as HR representative. Review the selection recommendation to ensure it is clear, evidence-based, consistent in evaluating candidates and that ranking of the candidates/final recommendation is well-justified. Prepare necessary selection documentation for approval of Director, ICTP (per delegated authority) or UNESCO HQ.

Long Description

On-boarding and contract administration

  • Prepare, in compliance with UNESCO Staff Regulations and Rules, offers of appointment, taking into consideration applicable benefits and entitlements. In case of transfers/secondments/loans from the other organizations of the UN Common System, negotiate the start date, request candidate administrative details from the releasing organization, and ensure the necessary correspondence is issued by HRM. Ensure the completion of the pre-recruitment formalities, such as medical clearance and visas, advise candidates on travel options and procedures for arrangement of transportation of personal effects and removal of household goods, and make necessary arrangements in consultation with Procurement Unit. Brief the new staff on contract conditions, benefits, entitlements, rights and obligations and in-processing formalities.  Enter new staff data into the payroll system, enroll staff member into health insurance programme and UN Joint Staff Pension Fund and brief staff on optional insurance programmes.


HR Budget

  • In coordination with the supervisor, forecast HR Unit budget needs, monitor the use of HR budget and raise purchase requisitions for expenses related to job advertisement, staff recruitment, official travel and other HR-related expenses.


Staff payroll

  • Serve as alternate focal point/share the responsibility for staff payroll. Manage staff data and perform the monthly payroll actions in accordance with established practices and guidelines, and produce lists and reports. Liaise with the ICTP Finance Section, UNESCO HRM and UNESCO Payroll Unit on payroll matters.

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.




  • Completed secondary, technical and/or vocational school.



  • Minimum of eight (8) years of relevant working experience in human resources management, payroll administration or a related area.



  • Sense of integrity, confidentiality, commitment and reliability.
  • Good analytical and problem solving skills.
  • Ability to provide quality and timely support and services.
  • Excellent interpersonal and communication skills.
  • Strong emphasis on accuracy and detail. Good numerical skills.
  • Ability to work quickly and efficiently under pressure, with minimum supervision, and to sustain limited periods with workload peaks.
  • Excellent IT skills with proficiency in the use of MS Office (Outlook, Word, Excel, PowerPoint).



  • Excellent knowledge (written and spoken) of English.




  • Experience in an international environment
  • Practical experience with on-line recruitment platforms and payroll systems.
  • Experience in using social media for candidate sourcing, outreach and employer branding.



  • Knowledge of HR rules, administrative procedures and standard practices of UNESCO or another organization of the United Nations Common System.
  • Knowledge of ERP (Enterprise Resource Planning), preferably SAP (Systems Applications and Products in Data Processing) based.



  • Good knowledge (written and spoken) of Italian.
  • Knowledge of another UN official language (Arabic, Chinese, French, Russian, Spanish). 


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.


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.


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 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".