Administrative Assistant

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.

Job Purpose

Under the overall supervision of the ICTP Director and the immediate supervision of the Senior Coordinator (Research and Partnerships), the incumbent will provide essential secretarial support to the Senior Coordinator. This role also encompasses comprehensive logistical and administrative support to the ICTP Director's Office, ensuring smooth operations and efficient workflow. Furthermore, the Administrative Assistant will play a crucial part in assisting the HR Unit with the meticulous management of the time and attendance (T&A) system, contributing to accurate record-keeping and compliance. The position involves critical tasks such as dependency verification and the active implementation of various pilot projects, thereby supporting the strategic initiatives of the Centre. This multifaceted role is vital for maintaining the administrative backbone of ICTP, facilitating its scientific mission, and ensuring effective human resources processes. The incumbent will contribute to the overall efficiency and operational excellence of the Centre by managing diverse administrative functions and providing reliable support across key divisions.

Responsibilities

The Administrative Assistant will provide comprehensive administrative support to the Research and Partnerships Division and the ICTP Director's Office. This includes preparing documentation for procurement, HR, and hospitality requests, securing authorizations, and managing funding allocations. Daily assistance will be extended to scientific staff, visitors, and fellows, involving drafting correspondence and managing visitor processes, including logistical arrangements for scientific visits and high-level delegations. The role requires responding to inquiries on ICTP and UNESCO procedures, and providing administrative support for organizing and promoting scientific events, prizes, and award ceremonies. Financial and statistical reports will be generated, and budget requests supported through cost estimates and data verification. The incumbent will also administer the ICTP/TWAS time and attendance (T&A) system as a Super User, managing justifications, time reports, and absence records for payroll and insurance. This includes maintaining teleworking records, advising staff on T&A matters, and generating reports. Further responsibilities involve assisting with dependency verification, reviewing documentation for HR approval, and providing administrative and logistical support for pilot projects like childcare grants and RFA holder payroll integration. Additional tasks, such as logistical support for job interviews and training, will be undertaken to ensure team effectiveness.

Work Experience

Minimum 3 years of experience in an administrative or executive assistance position, preferably in an international environment.

Skills

Proficiency in administrative and financial skills, including calendar, database, and budget monitoring, with mastery of standard office software. Demonstrated ability to prioritize, plan, and organize work to support multiple units simultaneously. Requires high reliability, a service-minded attitude, tact, discretion, and the ability to collaborate effectively in a multicultural environment. Must be a flexible, adaptable team player with a client-oriented approach and strong initiative. Essential are attention to detail, accuracy, discretion in handling confidential HR and administrative matters, and strong English communication and writing skills. Experience with database management tools, administrative information systems, and potentially visitor management or HR administrative systems is highly valued.

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