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Senior Visa Assistant

OVERVIEW

Position Number: 1ITSC 1009TP

Grade: G-6

Parent Sector: International Centre for Theoretical Physics (ICTP)

Duty Station: Trieste

Job Family: Natural Sciences

Contract Type: Fixed Term

Duration of contract: 2 years

Recruitment open to: Internal and external candidates

Application deadline (Midnight Paris Time): 10/08/2026

 

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

 Only candidates who are entitled to work in the EU may apply to this position.

ORGANIZATIONAL CONTEXT

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.

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall authority of the Director of ICTP and the direct supervision of the Senior Coordinator, Programmes and Advancement Section, the incumbent is responsible for the management of the visa support service at ICTP. S/he provides updated information to visitors for visa applications to enter Italy for ICTP scientific activities. S/he assists: 1) visitors to obtain visas and permits of stay; 2) staff and visitors already in Italy to obtain visas for duty travel and movement in the Schengen Area; 3) staff members to obtain UN Laissez-Passer (UNLPs) and Ministry of Foreign Affairs ID Cards. S/he maintains direct contact with Italian authorities and embassies/consulates abroad on visa-related matters.

Essential responsibilities include:

KEY ROLE AND RESPONSIBILITIES

1. Visa and Permit of Stay Services:

  • Prepare, process and sign all documents related to entry visas (approximately 2,500 per year).
  • Advise staff and visitors on visa and permit of stay issues.
  • Provide procedural advice for family reunion visa requests.
  • Liaise with foreign diplomatic and consular authorities for the issuance of foreign visas for ICTP officials and visitors travelling to third countries.
  • Keep abreast of Italian and Schengen visa laws and rules governing visa issuance.
  • Prepare and maintain written guidelines and information regarding visas, permits of stay for long-term visitors, and declarations of presence for short-term visitors, and circulate the necessary information within the ICTP community.
  • Participate in meetings organized by regional and/or national authorities aimed at coordinating and distributing information among scientific bodies present regionally and nationally.
  • Liaise regularly with Italian authorities on visa and permit-of-stay matters.
  • Provide advice to ICTP management, staff and visitors on immigration-related policies.
  • Identify solutions for complex and problematic cases in consultation with the supervisor and ICTP management.
  • Carry out daily supervision of the Front Office Clerk by providing information and training, assigning tasks and exercising overall control of the level of service delivered.
  • Manage the requesting and issuance of UNLPs through UNOG and MAECI ID cards for ICTP staff.
  • Perform additional activities required to ensure the success of the work team.

Long Description

2. Liaison and Coordination

  • Interact with Italian diplomatic representatives abroad regarding visa issuance for visitors.
  • Liaise with foreign diplomatic representatives in Italy regarding visa applications for staff and visitors.
  • Liaise with private consular agents in Rome and Milan regarding visa applications and passports.
  • Liaise with local police and immigration authorities regarding permits of stay and police registration.
  • Liaise with local border police regarding passport and visa issues.
  • Cooperate with scientific institutes and participate in meetings organized by the Welcome Office of the Area Science Park.

Long Description

Long Description

COMPETENCIES - Core (C) & Managerial (M)

  • Communication (C)
  • Accountability (C)
  • Innovation (C)
  • Knowledge sharing and continuous improvement (C)
  • Planning and organizing (C)
  • Professionalism (C)
  • Results focus (C)
  • Teamwork (C)
  • Building partnerships (M)
  • Driving and managing change (M)
  • Strategic thinking (M)
  • Making quality decisions (M)
  • Managing performance (M)
  • Leading and empowering others (M)

Short Description

For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

EDUCATION

  • Completed secondary, technical and/or vocational school.

 

WORK EXPERIENCE

  • Minimum eight (8) years of relevant working experience in visa, immigration, or consular/diplomatic support services.
  • Experience dealing with Italian and/or Schengen visa procedures and immigration authorities.
  • Experience in liaising with government bodies, diplomatic missions, or consular services.

Long Description

SKILLS AND COMPETENCIES

  • Knowledge of Italian and Schengen visa laws, immigration procedures, and public administration language.
  • Ability to exercise sound independent judgement and manage complex, sensitive cases with appropriate discretion and tact.
  • Strong interpersonal, organizational, and coordination skills; ability to interact harmoniously in a multicultural environment.
  • Ability to work autonomously with minimal oversight; capacity to prioritize and manage a high-volume caseload accurately and under pressure.
  • Capacity to deal efficiently and diplomatically with diplomatic representatives, government officials, and other high-level stakeholders at all levels in a multicultural environment.
  • Excellent communications skills (oral and written) in English and Italian, including the ability to draft official correspondence and immigration documents.

 

LANGUAGES

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

DESIRABLE QUALIFICATIONS

WORK EXPERIENCE

  • Experience in an international organization, UN system institution, or scientific research centre.

Long Description

LANGUAGES

  • Knowledge of another UN official 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. 

The approximate annual starting salary for this post is 50 774 EUR.

For full information on benefits and entitlements, please consult our Guide to Staff Benefits.

SELECTION AND HIRING PROCESS

Please note that all candidates must complete an on-line application and provide complete and accurate information, by the above deadline.

To apply, please visit the UNESCO Careers website. No modifications can be made to the application once submitted. 

The process may include pre-recorded video interviews and/or written assessments, interviews with a Panel, as well as reference checks. In addition, candidates may be requested to provide additional information which may be pertinent to the position’s qualifications.  

Please note that all candidates, whether selected or not, will be informed of the outcome of their application in due course. 

Short-listed candidates may also be added to Talent Pools; subject to their consent (i.e. Data Privacy Statement).

ADDITIONAL INFORMATION

  • 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 to 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.
  • lndividuals 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.
  • Geographical mobility is required for staff members appointed to UNESCO’s international posts.
  • In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. UNESCO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/UNESCO. The list can be accessed through the link: https://www.whed.net
  • The statutory retirement age at UNESCO is 65 years.
  • UNESCO appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station, which will be facilitated by the Organization, is required for International Professional positions.
  • UNESCO does not charge a fee at any stage of the recruitment process.

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