Accommodation Assistants Vacancy-Job Ref: ECITUNESCO/1002/202473

Accommodation Assistants Vacancy-Job Ref: ECITUNESCO/1002/202473

Trieste (Italy)

JOB DESCRIPTION

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 Supervisor (Housing and Guesthouses), the incumbent works in the Housing and Guesthouses Unit. He/she arranges for catering services, carries out hotel reception duties at the ICTP Guesthouses, working in shifts as required, books accommodation inside and outside of the ICTP campus as well works on private accommodation requests, providing assistance to short and long-term visiting scientists, research fellows, students at the ICTP, as well as new staff members at ICTP, TWAS, IAP and OWSD.

Essential responsibilities include:

Long Description
Assisting new ICTP staff, students, research fellows and visitors with identifying a suitable private accommodation, liaising with landlords and helping negotiate rental agreements, reviewing rental agreements on request of staff/guests to make sure they contain all necessary provisions, including early termination clause, to make sure that the conditions are favourable for ICTP tenants, explaining and providing brief informal translation of the agreements to tenants as required. Helping tenants with opening/closing the contracts with utility companies and with resolution of any issues arising with landlords and utility companies.

Performing a full range of back office and hotel reception functions for ICTP guesthouses. The work is organized on a shift basis to ensure a 24 hours/7-day a week coverage.
Processing catering services requests for the events held throughout the scientific year calendar. Preparing the required paperwork needed to place orders with ICTP internal cafeterias and external catering services as required. Verifying the invoices received for catering services prior to referring them to allotment holder for approval.

Monitoring and keeping updated the planned and actual occupancy of the ICTP Guesthouses, utilizing relevant IT systems. In case no room is available at ICTP Guesthouses or in case of specific requests, booking external hotels in order to best handle the accommodation needs of long and short term scientists/visitors. Liaising with Reception to make reservations as required and maintain all the related correspondence with visitors and other ICTP offices involved.

COMPETENCIES (Core / Managerial)
Accountability (C)
Communication (C)
Innovation (C)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Results focus (C)
Teamwork (C)
Professionalism (C)
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For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS
EDUCATION

Completed secondary, technical and/or vocational school.

WORK EXPERIENCE

Minimum three (3) years of relevant working experience in housing and accommodation back and front office.
Experience in or knowledge of contractual aspects related to the lease of private rooms/apartments.

SKILLS/COMPETENCIES

Familiarity with administrative and financial aspects related to catering or event management.
Ability to prioritize.
Planning and organizing work schedule with respecting deadlines.
High level of reliability with a responsive and service minded attitude and behaviour.
Tact and ability to work harmoniously with visitors and staff members of different nationalities and cultural backgrounds

Excellent knowledge (spoken and written) of English and Italian.

DESIRABLE QUALIFICATIONS
WORK EXPERIENCE

Experience in an international environment.
LANGUAGES

Knowledge of another UNESCO official language (Arabic, Chinese, French, Russian, Spanish).

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