Coordination Officer

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Recruitment open to  :
Internal and external candidates

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

ORGANIZATIONAL CONTEXT
The World Academy of Sciences (TWAS) implements programmes and activities which aim to build scientific capacity in research and education in the developing world, in order to tackle national and regional challenges and to promote wellbeing and a sustainable future.

Under the overall delegated authority and direct supervision of the Director TWAS, the incumbent will provide strategic advice and support on the activities of TWAS, OWSD and IAP; strengthen collaboration and coordinate cross unit initiatives; and manage the office of the Director TWAS. The incumbent will be responsible for coordinating and finalising the preparation and approval of annual work programme and budgets and grant agreements;

coordination and organisation of governance and statutory requirements; and for supporting the Director in the monitoring and reporting of programmes.

The post is envisaged as a Project Appointment during a period in which TWAS will work with ICTP, WWAP and UNESCO to establish a Science Hub in Trieste with a common adminstrative platform. The role will be impacted by decisions on the responsibilities and structure of the administrative platform.

KEY

ROLE AND RESPONSIBILITIES
1. Coordination & Advisory Role:

Act as the primary liaison between the organizational units of TWAS, with ICTP administration and UNESCO HQ. Coordinate communications from the Directors office with internal and external stakeholders, members, partners and donors; ensuring compliance with delegated authority and applicable standards. Manage the sensitive institutional correspondence with the stakeholders.

Manage the Executive Director (ED) office email/written communication, either by answering directly or relaying the queries to respective focal points or coordination of the preparation of complex answers requiring inputs from multiple individuals. Provide guidance to TWAS, IAP, OWSD staff on administrative requirements, ED's instructions and follow-up activities and review the documentation coming for ED signature to ensure compliance.

Assist the ED in fundraising activities, such as launching of campaigns to Members and preparation of project proposals in liaison with programme staff.

Assist the ED in maintaining contacts with major donors, such as the Italian Ministry of Foreign Affairs and International Cooperation, as well as with UNESCO HQ, ICTP management and other international organizations based in Trieste and Italy.

Provide high level support to the Director; prepare briefings and talking points to ensure alignment with organizational priorities.

2. Membership & Committee Support:

Coordinate the planning of governance and membership activities for TWAS, OWSD and IAP. Serve as institutional focal point with TWAS President, Council and academic committees.

Lead the organisation of TWAS statutory activities including meetings and membership management.

Support the work of and ensure timely preparation and distribution of agendas, documentation, minutes and decisions of the ED and Academy governing and advisory bodies (TWAS Steering Committee, TWAS Council, Management Committee, General Meeting, Election Committee).

Manage the logistical organization of the meetings and supervise Office Assistant(s) on related logistical arrangements.

Attend the governing and advisory bodies’ meetings (including the closed in-camera sessions, when applicable) and take minutes, summarize the main conclusions, and ensure related follow-up with utmost discretion, confidentiality and diplomacy.

Ensure the smooth running…