Senior Project Assistant

Background:

A vacancy for a short-term Senior Project Assistant, G6 has arisen in the OSCE Presence in Albania. The post is located in the Assembly Support Unit, Democratization Department within the OSCE Presence in Albania. It is an extra-budgetary (ExB) post within the project “e-Legislation Support for Albania [PACEP II”. The Democratization Department/Assembly Support Unit works in the area of parliamentary capacity building and has been implementing during 2019-2022 an extra-budgetary project Support Parliament and Civic Education in Albania with a 2nd phase to continue and focus on e-legislation components.

Working under minimum supervision, the Senior Project Assistant provides technical support and recommends process improvement in project management by performing skilled, semi-professional functions of substantial variety and complexity that requires the application of different and unrelated processes and methods and an understanding of a broad area of operation within the field relevant for the project in respect of the most advantageous course of action from alternatives available.

The Senior Project Assistant reports to National Legal Officer NP1 while Project Manager, NP2 acts as the second-level supervisor.

The incumbent is expected to work closely with various persons within the Assembly Support Unit, Democratization Department and FAU or any other department for crosscutting issues, depending on the particular issue to provide advice or guidance related to project administration, including in relation to project documents, correspondence and expenditure, as well as to make administrative arrangements for the implementation of project activities. External contacts are mainly with beneficiaries, i.e., parliamentary staffers as well as technical staff of the donor to the project and project auditors to clarify and discuss project outputs and to make arrangements for joint implementation of project activities.

Tasks and Responsibilities:

Under the overall supervision of the National Legal Officer NP1, the successful candidate will be tasked with the following.

1.Contributes to the designing and implementing assigned project activities, which may include workshops, mission’s conferences, study visits, workshop, training interventions etc., by recommending priority activities, liaising with participants, preparing written material for supervisor’s approval, and obtaining the required administrative approvals, keeping track of pending matters and following up with other offices on deadlines.

2.Prepares first drafts of project related reporting documents including on amendments and other supporting documents and conducting independent research and monitoring developments in the sector and/or geographical area relevant for the project; collating and presenting data and information that may affect the project and making recommendations concerning approaches as to how to best address the implementation of project activities.

3.Monitoring administration of assigned project outcomes, including tracking budget and expenditure, and making recommendations for improvements to the design and delivery of the work processes and practices to meet specific project needs, by focusing on the provision of defined services and seeking opportunities to improve the delivery of the service by collaborating or integrating processes or activities.

4.Co-ordinating administrative arrangements, including the preparation of terms of reference and selection of consultants implementing partners and vendors, administrative and logistical arrangements for in-person, online and hybrid events, such as meetings, workshops, conferences, study visits, missions etc.; developing project databases with references and cross-references.

5.Maintains filing system as required and keeps record of any activity and transactions performed under the project activities including initiation and following up on actions related to requisitions, recruitment of consultants, training and study tours, purchase of services and goods, payments, travel authorizations requests/claims and dealing with all related inquiries.

6.  Translates or interprets between English and Albanian as needed for documents, during meetings or events and follows as appropriate or assigned, produces content related to programs such as social media posts on project activities including rafting concept notes, talking points and background material, with the provision of substantive input and putting documents into adequate style, language and format proofreading documents and editing texts for accuracy, grammar, punctuation and style in accordance with standard practices

For more detailed information on the structure and work of the OSCE Presence in Albania please see https:// www.osce.org/presence-in-albania.

Necessary Qualifications:

Secondary education supplemented by studies in law, commerce, business administration and/or IT; law and ICT knowledge or background would be highly desired.

Experience and knowledge/skills:

At least 3-5 years of working experience in project coordination/assistance related to law and ICT or other related fields, preferably in an international organization.

Experience in project planning, implementation and reporting.

Digital literacy and proficient use of Microsoft Office (Outlook, Word, Excel and PowerPoint), internet. Experience with an ERP software is an asset.

Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.

Ability and willingness to work as a member of team, with people of different cultural, and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity.

• Professional fluency in English with excellent communication (both oral and written) skills. 
• Computer literate with practical experience using Microsoft applications.

Remuneration Package:

According to the fixed OSCE salary scale, the monthly remuneration is approximately 1,192.83 EURO, subject to National Social Security deductions.

If you wish to apply for this position, please use the OSCE's online application link found under https://vacancies.osce.org/.

The OSCE retains the discretion to re-advertise/re-post the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration. 

Only those candidates who are selected to participate in the subsequent stages of recruitment will be contacted.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see https://www.osce.org/participating-states.

The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization.

Candidates should be aware that OSCE officials shall conduct themselves at all times in a manner befitting the status of an international civil servant. This includes avoiding any action which may adversely reflect on the integrity, independence and impartiality of their position and function as officials of the OSCE. The OSCE is committed to applying the highest ethical standards in carrying out its mandate. For more information on the values set out in OSCE Competency Model, please see https://jobs.osce.org/resources/document/our-competency-model.

Please note that for this position the OSCE does not reimburse expenses such as travel in connection with interviews, tests, visas and relocation.

Please be aware that the OSCE does not request payment at any stage of the application and review process.

The mandatory retirement age at the OSCE is 65 years for contracted positions at the general service, professional and director level. The Organization shall apply an age limit of 63 years at the time of appointment as the incumbent selected is normally expected to carry out the contractual obligation of two years.