Senior Administrative Assistant

Application to be completed on: https://careers.unesco.org

Under the overall authority of the Director of ICTP and the direct supervision of the Head of Section/Senior Research Scientist, Mathematics Section, the incumbent provides high-level administrative support services in a range of specialized areas and plays a lead role within the unit in ensuring application and compliance with the rules, regulations, policies and practices in place.

1. General Accountabilities

1. Act as focal point for information and clarification on matters related to administration which may require explanation.
2. Produce the documentation required to handle all administrative matters of the Section/Groups and complete administrative coordination of the ESP Section.
3. Provide guidance and interpretation on administrative rules, regulations and procedures.
4. Advise on operational and technical routine transactions.
5. Recommend process and system related modifications and improvements to support successful administration.
6. Interpret provisions and provide guidance on complex and non-recurring issues.

2. Financial Accountabilities

1. Advise and assist on administrative matters for their final decision making related to the Section and to its scientific activities.
2. Ensure that existing financial procedures/rules are followed.
3. Collaborate with various administrative offices to ensure the implementation and follow-up of section/groups head/coordinators.
4. Ensure accurate and timely processing of assigned accounts, participating and advising in the preparation of financial statements and budgets.
5. Monitor expenditures, review payments and reconcile accounts.
6. Investigate anomalies and erroneous charges and take corrective action.
7. Provide assistance and guidance to undertake coding and data entry task and to extract information, to run reports from FABS/SISTER or other online financial systems.

3. Logistics Accountabilities

1. Create all visits and related records on SIS and update regularly in order to enable the smooth working procedures of other administrative/financial offices.
2. Provide day-to-day assistance and administrative briefing to visiting scientists and permanent staff and ensure procedures are followed.
3. Maintain schedules and logistics of weekly seminars.
4. Advertise Group's activities via posters and web pages.
5. Research and retrieve information on supply sources, vendors by commodity and obtain specifications on the market for Procurement.
6. Review contractual documents.
7. Prepare requisitions for supplies and equipment; ensure that payments are processed and provide information. Arrange for control and distribution of inventory records.

4. Administrative Support to the Directorate and externally funded projects

1. Assist the Director's Office in general coordinating functions of the Institute, organization of high level visits and meetings, initiatives to promote the scientific standing of ICTP, as well as internal events and ceremonies. Follow-up on the implementation of the decisions and instructions issued by the ICTP Director as required.
2. Provide administrative assistance regarding the participation of ICTP scientists in externally funded research projects.
3. Revise the grant application if necessary and ensuring compliance with ICTP rules and regulations, coordination with Budget and Finance on preparation of budgets.
4. Monitoring of the ICTP active grants.
5. Providing support on project reporting, assistance in the organisation of meetings related to the project.
6. Liaison with the relevant ICTP administrative offices such as Budget and Finance, Human Resources to ensure compliance of administrative actions both with ICTP and UNESCO rules and regulations and requirements of the donors.
7. Provide guidance and support on the mechanisms for funding identified by the ICTP scientists.

EDUCATION

• Completed secondary, technical and/or vocational school.

WORK EXPERIENCE

• Minimum (8) years of relevant working experience in administrative function.
• Experience dealing with technical and administrative issues.
• Experience in financial procedures.

SKILL/COMPETENCIES

• Knowledge of standard office computer applications (MS Office, SAP, etc.).
• Ability to analyse complex issues, show initiative and propose appropriate solutions.
• Good interpersonal, organizational and coordination skills.
• Flexibility to adjust work schedules and priorities.
• Capacity to deal efficiently and tactfully with different partners/institutions and other stakeholders at all levels in a multicultural environment.
• Excellent communications skills (oral and written), including excellent drafting skills in English.