OVERVIEW

Post Number : 1ITSC 0989TP

Grade : G-5

Parent Sector : Natural Sciences Sector (SC)

Duty Station: Trieste

Job Family: Natural Sciences

Type of contract : Fixed Term

Duration of contract : 2 years, renewable

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 03-DEC-2025

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

Only candidates who are entitled to work in the European Union (EU) may apply to this position.

OVERVIEW OF THE FUNCTIONS OF THE POST

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.

Under the general supervision of the Head of Budger and Finance Unit, the incumbent performs a variety of invoicing/ accounting duties requiring the application of the ICTP Financial Regulations and Rules. The incumbent serves as control and designated certifying authority for invoicing documents and records, plans and organizes processing for payment of all ICTP purchase invoices, including utilities, ensuring compliance with all applicable UNESCO/ ICTP financial regulations and procedures. Furthermore, s/he takes decisions in the area of responsibility determining the appropriate action to be taken on individual cases and serves as Certifying Officer for Purchase Orders up to a limit of USD 50k. Essential responsibilities include:

Long Description

Invoice Control

• Receives all invoices issued to the order of ICTP
• Examines invoices in order to verify their correctness and correspondence with Purchase Orders issued by the competent administrative offices, ensuring conformity with ICTP's financial rules and procedures
• Submits invoices to Allotment Holders in order to collect their certification that goods have been supplied and/ or services have been rendered in accordance with the terms of the contract/ purchase order as well as to obtain or verify their indication of the correct budget code to be charged.
• Interacts with Allotment Holders, the Procurement Office and the various firms and suppliers in order to eliminate possible discrepancies and solve any related controversial issues.
• After verification with the Allotment Holders and having ensured that all data is correct, certifies invoices within the delegated authority (within the applicable threshold).
• Maintains the archives of the Invoice Control and prepares reports and statements on the above activities as required.

Issuance of ICTP Debit/ Credit Notes

• Examines Requests for Debit Notes in order to verify the appropriateness of the attached documentation and to issue all relevant ICTP Debit Notes for reimbursement of costs of services rendered by the ICTP and/or by its administrative infrastructure to external organizations and institutions; prepares Credit notes when adjustments and/ or corrections are needed.
• Prepares transmission letters of the above as well as dunning letters for collection of outstanding amounts receivable, on request from the Supervisor and for his/her signature

Certifying Officer for Purchase Orders

• Verifies Purchase Orders and ensure that the procurement rules are adhered, documentation is complete and budget/accounting information is correct
• Verifies the undelivered orders periodically and take action to in order to close them where possible

COMPETENCIES (Core / Managerial)

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REQUIRED QUALIFICATIONS

EDUCATION

• Completed secondary, technical and/or vocational school.

WORK EXPERIENCE

• A minimum of five (5) years of experience in Finance, Accounting, Budget or related field
• Good knowledge of accounting and bookkeeping procedures
• Experience with ERP systems (SAP, Oracle etc)

SKILLS/COMPETENCIES

• Excellent analytical skill
• Ability to work quickly and efficiently under pressure
• High level of reliability with a responsive and service-minded attitude and behaviour
• Ability to prioritize, plan and organize own work in order to respect deadlines

LANGUAGES

• Excellent knowledge (spoken and written) of English and/or Italian and good knowledge of the other.

DESIRABLE QUALIFICATIONS

EDUCATION

• Relevant post-secondary education and professional certification in Finance or related field

WORK EXPERIENCE

• Experience in a scientific organization or educational institute at international level
• Knowledge of invoice control process

SKILLS /COMPETENCIES

• Ability to interpret and use policies related to Finance and Budgeting
  

BENEFITS AND ENTITLEMENTS

UNESCO’s 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 43 792 EUR. For full information on benefits and entitlements, please consult our Guide to Staff Benefits.

SELECTION AND RECRUITMENT PROCESS

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