Programme Assistant

United Nations Educational, Scientific and Cultural Organization

Rome, Italy

Experience: 3 to 5 Years

Skill Required: HR and Admin

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 supervision of the Fundraising and Institute Advancement Officer, the incumbent will proactively carry out a wide range of administrative support functions with an effective and service-minded approach to staff and donors to support the resource mobilization initiative of ICTP. The incumbent will also provide secretarial assistance to Senior Coordinator (Programme and Advancement) during the duration of the project. 
Essential responsibilities of the functions include:
Administrative and secretarial support:
  • Processing and filing incoming correspondence of the Institute Advancement Unit (IAU); preparing a variety of outgoing correspondence and other administrative documentation; proofreading outgoing documents for completeness, grammatical and typographical accuracy, and complying with guidelines.
  • Maintaining digital and paper files of the Unit's documentation and observing their time sensitiveness.
  • Providing input into preparation of budget requests and financial updates by preparing cost estimates and calculations and cross-checking financial data; initiating procurement requests, reviewing invoices before payment approval by Allotment holder.
  • Making travel arrangements; preparing graphs, charts, compiling and formatting presentations.
  • Providing secretarial support to Senior Coordinator of Programme and Advancement Section; answering relevant administrative queries and transmitting information and tasks on behalf of Senior Coordinator; making travel for missions and meeting arrangements as required.
Database management in compliance with the General Data Protection Regulation (GDPR):
  • Updating information on donors and prospects (networks, transfers, companies) and monitoring the actions carried out (outreach methods, invitations preparation, meetings organization).
Relationship with Prospects and DonorsL:
  • Liaising with prospective donors through multiple communication channels to provide information about ICTP, answering standard queries and organizing meetings and visits on campus as well as abroad; following-up on agreed action points.
  • Preparing prospect files for meetings by compiling information for prospects profiles for the supervisor, and preparing ad-hoc background documentation for meetings.
  • Making logistical arrangements for the organization of fundraising and stewardship events in Trieste and abroad. 
  • Collecting inputs from the programme's units and research sections for inclusion into donor's reports; making administrative arrangements in liaison with the Budget and Finance Unit for timely processing of donations and issuance of tax receipts
  • Updating information on the IAU's communication channels in consultation with the Public Information Unit.
Required Qualifications:
  • Completed secondary, technical and/or vocational school.
Work Experience:
  • Minimum of three (3) years of relevant working experience in administrative position, preferably in an international environment.
  • Ability to work quickly and efficiently under pressure, with minimum supervision, and to sustain periods with workload peaks.
  • Ability to prioritize, plan and organize and prioritize workloads to respect established deadlines (e.g.: monitoring of complex calendars, database management, budget monitoring).
  • Discretion and capacity to deal efficiently and tactfully with visitors and staff members of different nationalities and cultural backgrounds.
  • Diplomacy and politeness in dealing with external and internal partners requesting information.
  • Good interpersonal and communications skills (oral and written), including excellent drafting skills in English.
  • Excellent computer skills, proficiency in the use of MS Office (Word, Excel, Outlook, PowerPoint, etc.).
  • Excellent knowledge (spoken and written) of English and good knowledge of Italian.