Administrative Assistant

The Administrative Assistant provides secretarial, logistical, and administrative support to the Senior Coordinator (Research and Partnerships) and the ICTP Director's Office. The role includes managing administrative matters, visitor processes, HR time and attendance systems, and supporting pilot projects and events.

Responsibilities

• Prepare documentation required to handle administrative matters within the Research and Partnerships Division and ICTP Director’s Office, such as initiating procurement, HR, hospitality and other administrative requests, obtaining necessary authorizations and funding allocations.
• Provide day-to-day administrative assistance related to scientific staff, ICTP visitors and fellows; draft correspondence and documents for the signature of the ICTP Director and Sr. Coordinator (Research and Partnerships).
• Manage visitor processes using ICTP systems; provide logistical assistance for scientific visits and high-level delegations (accommodation, travel, visa), collaborating with other offices as necessary.
• Answer a wide range of information requests and inquiries on ICTP and UNESCO procedural matters; provide administrative support to the organization and advertising of scientific events, ICTP Prize and Award Ceremonies throughout the year.
• Generate financial and statistical reports; provide input into budget requests by preparing cost estimates and cross-checking financial data; support official duty travels and, for events outside ICTP, liaise with host organizations to prepare participation of the Director or Sr. Coordinator.
• Administer the ICTP/TWAS time and attendance (T&A) system: manage monthly justifications, time reports and overtime records; monitor absence records and ensure data consistency for payroll, UNESCO USLS and health insurance.
• Keep records of teleworking arrangements; provide procedural advice to staff and managers on T&A matters; generate reports as required, including unused leave entitlement calculations upon staff separation or contract change.
• Assist with dependency verification exercises; follow up on submission of forms and supporting documents; review documentation prior to submission of dependency recognition forms for the signature of the Sr. Human Resources Officer.
• Provide administrative and logistical support to pilot projects such as the childcare support grant and incorporation of RFA holders into payroll; compile the database for monitoring the validity of job descriptions.
• Perform additional activities as required to ensure the success of the work team, including logistical support for job interviews, training events and welfare activities.

Requirements

• Completed secondary, technical and/or vocational school.
• Minimum 3 years of experience in an administrative or executive assistance position, preferably in an international environment.
• Administrative and financial skills including monitoring of complex calendars, database management and budget monitoring; mastery of usual office software.
• Ability to prioritize, plan and organize own work in order to support three organizational units simultaneously.
• High level of reliability with a responsive and service-minded attitude; tact and discretion; ability to work harmoniously with counterparts of different cultural backgrounds.
• Flexible and adaptable team player with a client-oriented approach and strong sense of initiative.
• Sense of detail, accuracy and discretion in handling confidential HR and administrative matters.
• Strong communication and writing skills in English; ability to draft correspondence and documents to a high standard.
• Proficiency in standard office software; experience with database management tools and administrative information systems.
• Excellent knowledge (spoken and written) of English.
• Experience in an international organisation or scientific/academic institution is desirable.
• Experience with visitors management systems, or with HR administrative systems, time and attendance tools, or ERP systems is desirable.
• Fluency in Italian or knowledge of other UN Official languages (Arabic, Chinese, French, Russian, Spanish) is an asset.

Skills

• Administrative Assistance
• Executive Assistance
• Calendar Management
• Database Management
• Budget Monitoring
• Office Applications
• Work Planning
• Work Organization
• Confidential Information Handling
• HR Administration
• Drafting Correspondence
• English Writing
• Visitor Management Systems
• HR Time and Attendance Systems
• ERP Systems

Languages

English