Senior Administrative Assistant

United Nations Educational, Scientific and Cultural Organization

Trieste, Italy

Experience: 5 to 10 Years

Skill Required: HR and Admin

Under the overall authority of the Director of lCTP and the direct supervision of the Head, High Energy, Cosmology, and Astro-particle Physics (HECAP) Section, the incumbent provides high-level administrative support services in a range of specialized areas and plays a lead role within the unit in ensuring application and compliance with the rules, regulations, policies and practices in place. Essential responsibilities include:


  • •    Act as focal point and manage the overall administrative coordination of the HECAP Section including the production of all administrative documentation. 
  • •    Provide guidance and interpretation on administrative regulations and procedures and advise on technical and operational transactions as well as complex and non-recurring actions.


  • •    Advise and assist on administrative matters for the Section and ensure the observation of financial procedures/rules.
  • •    Ensure accurate and timely processing of assigned accounts, participating and advising in the preparation of financial statements and budgets.
  • •    Monitor expenditures, review payments and reconcile accounts, and provide necessary information and guidance to Section staff.


  • •    Create visits and related records in the visitor management IT system to enable the smooth working procedures of the offices.
  • •    Provide assistance and administrative briefings to staff and visiting scientists.
  • •    Maintain schedules and logistics of weekly seminar and advertise Group's activities via posters and web pages.
  • •    Research information on supply sources, vendors by commodity and obtain specifications on the market.
  • •    Review contractual documents, prepare requisitions for supplies and equipment and ensure conformity of delivered goods.
  • •    Ensure payments are processed and associated control and distribution of inventory records.


  • •    Act as the focal point for administrative assistance regarding the ICTP participation in Joint Institutes in collaboration with other institutions in Trieste.
  • •    Work in collaboration with the organisers of activities in the Institutes to ensure the smooth participation of ICTP in these initiatives and liaise with the relevant ICTP offices and other institutions to organize joint events and educational activities.

Required Qualifications:


  •    Completed secondary, technical and/or vocational school.

Work Experience

  •  Minimum eight (8) years of relevant working experience in secretarial and/or administrative function.
  •  Experience dealing with budgetary and administrative issues.


  • Knowledge of standard office computer applications (MS Office, SAP, etc.).
  • Ability to analyse complex issues, show initiative and propose appropriate solutions.
  • Good interpersonal, organizational and coordination skills.
  • Flexibility to adjust work schedules and priorities.
  • Capacity to deal efficiently and tactfully with different partners/institutions and other stakeholders at all levels in a multicultural environment.
  • Excellent communications skills (oral and written), including excellent drafting skills in English


  • Excellent knowledge (spoken and written) of English.
  • Good knowledge (spoken and written) of Italian.