Programme Assistant

<!–

Description

–>

• 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.

• Updating information on donors and prospects (networks, transfers, companies) and monitoring the actions carried out (outreach methods, invitations preparation, meetings organization).

• 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.

• Completed secondary, technical and/or vocational school.

• 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.

<!—

<!–

–>