Administrative Assistant

OVERVIEW

Position Number : 1ITSC PA127TP

Parent Sector : International Centre for Theoretical Physics (ICTP)

Contract Type : Project Appointment

Recruitment open to : Internal and external candidates

Application deadline (Midnight Paris Time) : 09/07/2026

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

INSTRUCTIONS

For G posts at HQs/ Field/Institutes ⭢ 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 supervision of the ICTP Director and the immediate supervision of the Senior Coordinator (Research and Partnerships), the incumbent will provide secretarial support to the Senior Coordinator, logistical and administrative support to the ICTP Director's Office, and assist the HR Unit with management of the time and attendance (T&A) system, dependency verification and implementation of pilot projects. Essential responsibilities include:

Administrative Support

• 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.

HR Support

• As Super User, 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.

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 .

EDUCATION

• Completed secondary, technical and/or vocational school.

WORK EXPERIENCE

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

SKILLS AND COMPETENCIES

• 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.

LANGUAGES

• Excellent knowledge (spoken and written) of English.

SKILLS AND COMPETENCIES

• Experience in an international organisation or scientific/academic institution.
• Experience with visitors management systems, or with HR administrative systems, time and attendance tools, or ERP systems.

LANGUAGES

• Fluency in Italian or knowledge of other UN Official languages (Arabic, Chinese, French, Russian, Spanish) is an asset.

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 39 780 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.