Administrative Assistant

OVERVIEW Position Number: 1ITSC PA127TP Grade: G-4 Parent Sector: International Centre for Theoretical Physics (ICTP) Duty Station: Trieste Job Family: Natural Sciences Contract Type: Project Appointment Duration of contract: 1 year 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, ProfessionalismINSTRUCTIONS 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:KEY ROLE AND RESPONSIBILITIES 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. Long Description 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