Programme Assistant

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Job Description

OVERVIEW OF THE FUNCTIONS OF THE POST

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.

Under the overall authority of the Director, ICTP and supervision of the Senior Coordinator (Programmes & Advancement), the incumbent provides administrative support to ICTP programmes throughout their organizational phases, facilitates organization of activities and accomplishment of administrative transactions of the respective organizational unit of the Centre.

Essential responsibilities of the functions include:

Provide day-to-day administrative assistance related to ICTP visitors and fellows. Keep the ICTP working tool for visitor management up to date, review and ensure the quality control of the data. Update and code financial/visit status, function and selection criteria.
Provide guidance and training on the use of the tool to new/more junior staff.
Assist in the organization and advertising of scientific events and programmes within Division/Section/Unit.
Book venues for the events. Register and in-process visitors and provide support necessary during their stay by making appropriate travel/visa/accomodation arrangements and answering their queries of procedural matters. Ensure completion of necessary out-processing requirements upon completion of the visit.
Process and file incoming correspondence for the research/programmatic offices/units. Prepare in a final form a variety of outgoing correspondence and other administrative documentation.
Proofread outgoing written documents for completeness, grammatical and typographical accuracy and compliance with guidelines. Provide procedural guidance on preparation of documentations to scientific and administrative staff of the organizational unit.
Generate financial and statistical reports, monitor the use of funds, ensuring compliance with approved amounts and guidelines.
Provide input into preparation of budget requests and financial updates by preparing cost estimates and calculations and cross-checking the financial data.
Prepare graphs, charts, tables for inclusion into scientific and administrative reports. Prepare visual materials for and format and finalize presentations.
Make travel arrangements for staff, initiate procurement, HR, hospitality and other administrative requests, obtaining necessary authorizations and funding allocations. Monitor the approval of the requests and follow up with relevant focal points on outstanding matters.
Liaise with external parties/agencies on the external funding of relevant activities, provide administrative support to fund-raising initiatives
Additional activities that may be required to ensure the success of the work team.

REQUIRED QUALIFICATIONS

Education

Completed secondary, technical and/or vocational school education.

Work Experience

At least three (3) years of relevant working experience in areas related to secretarial, administration or related fields.

Skills and Competencies

Ability to work as part of a team and under tight deadlines, to deal with complex and sensitive situations andflexibility to adjust work schedules.
Ability to quickly switch full attention between subjects.
Knowledge of general office and administrative support.
Ability to prioritize, plan and organize and prioritize workloads to respect established deadlines.
Good drafting skills.
Good IT skills, proficiency in the use of MS Office (Word, Excel, Outlook, PowerPoint, etc.)

Languages