Overview
The Administrative Assistant provides secretarial, logistical, and administrative support to the ICTP Director's Office and assists the HR Unit with time and attendance management and pilot projects.
Key Responsibilities
- Prepare documentation for administrative matters, initiate procurement, HR, and hospitality requests.
- Provide day-to-day administrative assistance to scientific staff, visitors, and fellows.
- Draft correspondence and documents for the ICTP Director and Sr. Coordinator.
- Manage visitor processes, provide logistical assistance for scientific visits and delegations.
- Answer inquiries on ICTP and UNESCO procedural matters.
- Provide administrative support for scientific events, ICTP Prize and Award Ceremonies.
- Generate financial and statistical reports, provide input into budget requests.
- Support official duty travels and liaise with host organizations.
- Administer the ICTP/TWAS time and attendance (T&A) system.
- Monitor absence records and ensure data consistency for payroll, UNESCO USLS, and health insurance.
- Keep records of teleworking arrangements and provide procedural advice on T&A matters.
- Generate reports, including unused leave entitlement calculations.
- Assist with dependency verification exercises and review documentation.
- Provide administrative and logistical support to pilot projects.
- Compile databases for monitoring job description validity.
- Perform additional activities such as logistical support for job interviews, training events, and welfare activities.
Required Experience
Minimum 3 years of experience in an administrative or executive assistance position, preferably in an international environment.
Qualifications
Completed secondary, technical and/or vocational school.
