Job Title: Office Assistant

Job type: Staff position

Grade: GS-4

Duty Station: Rome, Italy

Unit: Office of the Director-General

Type of contract: Fixed-term (with the possibility of renewal only subject to the availability of voluntary contributions)

Term: One year (six-month probation period)

Closing date: 30-NOV-2024 (11:59 PM CET Time)

Overview of the Functions of the Post

The Office of the Director-General is responsible for overall accountability for implementing the mission and vision of ICCROM. The Office of the Director-General oversees and coordinates all Units to ensure the optimal use of resources. ICCROM seeks an Office Assistant to provide a variety of routine administrative transactions and office support functions, contributing to the smooth and efficient running of the Office of the Director-General and assisting the Director-General as required.

Key Accountabilities

The Office Assistant will provide a variety of routine administrative transactions and office support functions, contributing to the smooth and efficient running of the Office of the Director-General and assisting the Director-General as required. The post is based at ICCROM HQ in Rome, Italy. Within delegated authority, the Office Assistant will be responsible for the following main duties:

  1. Responsible for various administrative and operational duties necessary to efficiently run the Office of the Director-General.

  2. Draft and dispatch various communication outputs (e.g. e-mails, letters, Note Verbale, etc.) in line with procedural and protocol guidelines and style with respect to ICCROM formal communications and other documents.

  3. Plan, schedule, and prepare meetings and appointments of the Director-General, including taking notes and minutes and monitoring deadlines as required. 

  4. Coordinate the collection of inputs and information from various colleagues to prepare timely output for the Director-General.

  5. Review documents, PowerPoints and other inputs as required.

  6. Assist the Director-General in the organization of missions, including travel arrangements, reservations, processing requests for visas and other administrative tasks to ensure the smooth running of the duty travels.

  7. Support the Director-General in managing visits of external visitors, including Ambassadors and high-level officials.

  8. Organize and maintain paper and electronic files, conduct research and disseminate information through the most appropriate means.

Required qualifications:

Education
  • Degree in a field relevant to International Studies, related field, or equivalent professional experience.

Work experience

  • Minimum of four (4) years of professional-level experience in office support, secretarial duties, and administrative tasks in an international organization is required.

  • Track records in organizational and coordination tasks in an international environment.

Skills and knowledge

  • Ability to manage a variety of administrative, secretarial, and operational tasks to support the business. 

  • Good knowledge of institutional communication, documentation and protocol standards.

  • Good knowledge of SAP (Accounting module) or similar ERP systems is a plus.

Competencies

  • Results focus: takes accountability for the delivery of agreed results in service of the strategic directions and plans, and demonstrates an understanding of how these contribute to the goals of ICCROM.

  • Planning and organizing: establishes a realistic and systematic course of action to accomplish objectives, determines priorities, and allocates resources effectively.

  • Innovates and embraces change: demonstrates initiative and creativity, develops new ideas and approaches, and takes initiative when required.

  • Decision making: forms sound, evidence-based judgments, makes choices, assesses risks to delivery, and takes accountability for results. Takes responsibility for own words and actions and can be relied upon consistently.

  • Building and maintaining relationships: builds and maintains relationships outside own immediate team, partnerships and networks to achieve common goals.

Languages

  1. English and French are the working languages of ICCROM. The knowledge of any other language is an added advantage.

Remuneration

The salary and the allowances are net of taxes but subject to various deductions, such as the employee’s portion for medical insurance and contribution to the United Nations Joint Staff Pension Fund. For full details, you can visit the General Service Category Salary Scale.

Selection and Recruitment Process

Send completed applications in English no later than 30-NOV-2024 to: recruitment@iccrom.org

Please state the position title (Office Assistant) in the subject, and include the following documents in PDF format:

• Motivation letter

• Updated CV in English

• Complete Personal History Form (P11)

Applications must include all of the above elements to be considered. No modifications can be made to the application submitted. All applications will be treated with the highest level of confidentiality.

Please note that only selected candidates will be contacted within two weeks after the deadline, and candidates in the final selection step will be subject to reference checks based on the information provided.

The evaluation of candidates is based on the criteria in the vacancy notice and may include tests and/or assessments, as well as a competency-based interview.

ICCROM recalls that the paramount consideration in appointing staff members is securing the highest efficiency, technical competence, and integrity standards. ICCROM applies a zero-tolerance policy against all forms of harassment. ICCROM is committed to achieving and sustaining equitable and diverse geographical distribution and gender parity among its staff members in all categories and at all grades. Furthermore, ICCROM is committed to achieving workforce diversity in terms of gender, nationality and culture.