Coordination Officer
Organizational Context
The World Academy of Sciences (TWAS) is dedicated to building scientific capacity in developing nations, addressing global challenges, and promoting a sustainable future. This role supports TWAS, OWSD, and IAP programs, fostering collaboration and coordinating cross-unit initiatives. The incumbent will manage the Director's office, oversee annual work programs and budgets, and ensure governance and reporting requirements are met.
Job Purpose
The Coordination Officer will provide strategic advice and support for TWAS, OWSD, and IAP activities, enhancing collaboration and coordinating cross-unit initiatives. This role involves managing the Director's office, including strategic advice, communication coordination, and administrative oversight. Key responsibilities include finalizing annual work programs and budgets, managing grant agreements, and organizing governance and statutory requirements. The position also supports the Director in monitoring and reporting on program progress. This role is part of an initiative to establish a Science Hub in Trieste with a common administrative platform, and will be influenced by its structure and responsibilities.
Responsibilities
Act as the primary liaison between TWAS, ICTP administration, and UNESCO HQ, managing sensitive institutional correspondence and coordinating communications with stakeholders. Manage the Executive Director's office communications, providing guidance to staff on administrative requirements and reviewing documents for signature. Assist in fundraising activities, including campaign launches and proposal preparation, and maintain contact with major donors and international organizations. Provide high-level support to the Director, preparing briefings and talking points. Coordinate governance and membership activities for TWAS, OWSD, and IAP, serving as the institutional focal point for committees and leading the organization of statutory activities. Manage meeting logistics, supervise support staff, and attend meetings to take minutes and ensure follow-up. Maintain contact with TWAS members and manage the election process for the TWAS Council. Draft narrative reports and analyze membership and program data. Coordinate the preparation and approval of annual work programs and budgets, and oversee the finalization of partnership and donor agreements. Monitor administrative, HR, and financial allocations, ensuring compliance with budgets and objectives. Assist with sensitive personnel matters and serve as a focal point for UNESCO planning and reporting systems. Track progress on governance decisions, develop activity calendars, and coordinate quarterly monitoring of workplans and projects. Assist the Director with risk management and audit recommendations, and ensure compliance with organizational frameworks by analyzing policy changes and proposing implementation plans.
Work Experience
A minimum of four years of progressive professional experience in management, finance, and administration is necessary. Experience in program coordination within an international organization, a scientific academic environment, and managing grant and partnership agreements is also required.
Skills
Excellent written and oral communication skills are essential. Proven ability to plan, manage, and monitor resources effectively. Strong analytical capacity to diagnose and resolve complex problems and understand competing operational requirements. Ability to foster a positive and collaborative work environment.