Associate Executive Officer

OVERVIEW

Position Number: 1ITSC 0895TP

Grade:P-2

Parent Sector: International Centre for Theoretical Physics (ICTP)

Duty Station: Trieste

Job Family: Natural Sciences

Contract Type:Fixed Term

Duration of contract: 2 years

Recruitment open to:Internal and external candidates

Application deadline (Midnight Paris Time): 09/04/2026

UNESCO Core Values: Commitment to the Organization Integrity Respect for Diversity Professionalism

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 guidance of ICTP Director the post will provide high level support to ICTP Director and Deputy Director coordinate the work processes of the Office of the Director act as a liaison with other organizational units of ICTP and facilitate the collaboration with the external incumbent will have a key role in preparing and organizing the semi-annual meetings of the ICTP governing bodies - Steering Committee and Scientific Council ensuring the smooth running of the sessions follow-up on the action points and liaison with the members between the sessions. He/she will support the work of ICTP advisory bodies ad-hoc committees and the working groups and document their recommendations to the ICTP Director.

Long Description

KEY ROLE AND RESPONSIBILITIES

Senior management support:

• Provide high-level support to the ICTP Director and Deputy Director including preparation of briefings and talking points for internal and external meetings and official visits. Monitor the implementation of management and policy decisions taken by the Director and oversee the organization of high-level visits to ICTP.

Internal and external collaboration:

• Act as liaison between the Office of the Director and ICTP organizational units ensuring effective information flow and workflow coordination. Make recommendations to streamline internal administrative procedures and improve workflows.
• Facilitate collaboration with internal and external partners including UNESCO (ADG/SC) IAEA (DDG/NA and DDG/NE) Italian government authorities UN system organizations the Trieste Science. System and leading academic and research institutions worldwide. Prepare institutional briefs on ICTP history governance and collaborations with UNESCO and IAEA as requested by the ADG/ICTP.
• Undertake international travel and coordinate with Senior Management on the implementation of the Strategic Plan.

Meeting and Committee support:

• Coordinate the organization of meetings of ICTP Governing Bodies (Steering Committee and Scientific Council) ensuring smooth execution. Prepare agendas attendee lists meeting documentation and oversee logistical arrangements and related side events. Serve as Secretary documenting proceedings tracking action points following up on implementation and ensuring proper archiving of statutory documents.
• Coordinate meetings of ICTP advisory and internal committees (e.g. Academic Committee Management Committee Faculty ad hoc committees and working groups) including agenda setting documentation of action items progress tracking and follow-up in coordination with the respective Chairs.
• In coordination with Programmes and Advancement Section liaise with UNESCO/HQ focal points on the evaluation of selected ICTP programmes.
• Prepare briefings requested by the DG/DDG offices of UNESCO and IAEA as required.
• Additional activities that may be required to ensure the success of the work team.

COMPETENCIES - Core (C) & Managerial (M)

• Communication (C)
• Accountability (C)
• Innovation (C)
• Knowledge sharing and continuous improvement (C)
• Planning and organizing (C)
• Results focus (C)
• Teamwork (C)

Short Description

For detailed information please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

EDUCATION

• Advanced University degree (Masters or equivalent) in International Development Public Administration Political Science Management Science Policy or a related field.

WORK EXPERIENCE

• At least 2 years of relevant professional experience in supporting senior management or governing bodies in an international or intergovernmental organization or educational institution.
• Experience in tracking and following up on management and policy decisions and coordinating official visits and high-profile delegations.

Long Description

SKILLS AND COMPETENCIES

• Proven ability to coordinate across multiple organizational units and engage effectively with high-level internal and external partners.
• Ability to manage multiple priorities coordinate high-level meetings and visits and ensure timely follow-up on decisions and action points.
• Demonstrated capacity to analyze administrative processes and propose practical improvements to enhance efficiency and coherence.
• Ability to work independently meet deadlines and deliver high-quality outputs in a complex multicultural environment.

LANGUAGES

• Excellent knowledge (spoken and written) of English.

DESIRABLE QUALIFICATIONS

WORK EXPERIENCE

• Familiarity with UN system governance decision-making processes and inter-agency coordination is a strong asset.
  

LANGUAGES

• Good knowledge of another UN official language (Arabic Chinese French Russian Spanish) or Italian is an asset.

Long Description

BENEFITS AND ENTITLEMENTS

UNESCOs salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave family allowance medical insurance pension plan etc.

The approximate annual starting salary for this post is 73700 USD.

For full information on benefits and entitlements please consult ourGuide to Staff Benefits.

SELECTION AND HIRING PROCESS

Please note that all candidates must complete an on-line application and provide complete and accurate information by the above deadline.

To apply please visit the UNESCO Careers website. No modifications can be made to the application once submitted.

The process may include pre-recorded video interviews and/or written assessments interviews with a Panel as well as reference addition candidates may be requested to provide additional information which may be pertinent to the positions qualifications.

Please note that all candidates whether selected or not will be informed of the outcome of their application in due course.

Short-listed candidates may also be added to Talent Pools; subject to their consent (i.e. Data Privacy Statement).

ADDITIONAL INFORMATION

• UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency technical competence and integrity.
• UNESCO applies to a zero-tolerance policy against all forms of harassment.
• UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution as well as gender parity among its staff members in all categories and at all grades. Furthermore UNESCO is committed to achieving workforce diversity in terms of gender nationality and culture. Candidates from non- and under-represented Member States (last update here)are particularly welcome and strongly encouraged to apply.
• lndividuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply.
• All applications will be treated with the highest level of confidentiality.
• Geographical mobility is required for staff members appointed to UNESCOs international posts.
• In the event that your candidature is retained for an interview you will be required to provide in advance a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. UNESCO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED) a list updated by the International Association of Universities (IAU)/UNESCO. The list can be accessed through the link:
• The statutory retirement age at UNESCO is 65 years.
• UNESCO appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station which will be facilitated by the Organization is required for International Professional positions.
• UNESCO does not charge a fee at any stage of the recruitment process.