Project Assistant (G5)

Background

The vacancy is open only for persons with the citizenship of or permanent residence in the Republic of Serbia.

This is an extra-budgetary position subject to the availability of funds. The incumbent will receive a Fixed-term Letter of Appointment, which will be subject to satisfactory completion of a 6-month probationary period. A further extension is subject to satisfactory performance and the availability of funds, until the end of the Project (“Strengthening the capacities of the Serbian Ministry of Interior (MoI) to more effectively reduce, prevent, and counter illicit trafficking and misuse of Small Arms and Light Weapons (SALW), ammunition and explosives” (K9), ExB #2400854, currently expected to run until 31 January 2025. 

The incumbent is assigned to the Mission's Organized Crime Unit of the Security Co-operation Department.    

Tasks and Responsibilities

Under the supervision of the National Legal Officer, who acts as Project Manager of the project, the incumbent is responsible for performing a variety of operational and technical activities fundamental to the administration and evaluation of the project, facilitating the project deliverables, overseeing the work of external experts, and exchanging information with partners. Specifically, the incumbent will be responsible for:

1. Planning, implementing, monitoring and evaluating activities under the supervision of the Project Manager. Preparing inputs for draft reports, financial and administrative documents, including expenditure reviews, travel and visa, consultancy and other contracts. Preparing and organizing programmatic events; 
2. Preparing travel for participants in project related events. Preparing materials for project-related events. Administering/preparing purchase requisitions (PRs) for conference venues, hotels, and catering. Providing administrative instructions to suppliers; 
3. Monitoring the projects’ implementation rates and spending patterns, and providing recommendations to improve financial planning and monitoring, and ensuring appropriate records keeping within the OSCE internal administrative, financial and reporting online systems;
4. Researching background information from internal and external sources and assisting with the preparation of presentations. Taking minutes and drafting notes, summaries and reports. Assisting the Project Manager and the National Project Officer in financial and narrative reporting;
5. Performing interpretation and translation from/to Serbian and English language;
6. Maintaining paper and electronic filing systems, co-ordinating and sharing information with the OSCE Secretariat, maintaining the directory of the project stakeholders, and drafting correspondence;
7. Scheduling meetings, receiving visitors, preparing background materials and meeting rooms.

Necessary Qualifications

• Citizenship of or permanent residence in the Republic of Serbia;
• Completed secondary education supplemented by specialized training or formal studies in administration or project management;
• A minimum of 4 (four) years of relevant working experience in project related activities, reporting and administration; 
• Knowledge and experience in project cycle management and procedures for preparation and implementation of projects, preferably in an international organization;
• Excellent planning, analytical, organizational and drafting skills;
• Ability to conduct research and collect information from a variety of sources, using different methods;
• Excellent oral and written communication skills in English and Serbian;
• Digital literacy and proficient use of Microsoft Office (Outlook, Word, Excel and PowerPoint), internet. Experience with ORACLE applications, Integrated Resource Management  Application system and DocIn database will be considered an asset;
• Ability and willingness to work with people of different nationalities, cultural and religious backgrounds and diverse political views while maintaining impartiality and objectivity;
• Demonstrated gender awareness and sensitivity, as well as the ability to integrate a gender perspective into tasks and activities.

Candidates are encouraged to familiarize themselves with the OSCE core values and competencies by studying the OSCE Competency Model available at: https://jobs.osce.org/resources/document/our-competency-model.

Remuneration Package

The incumbent will receive a Fixed-term Letter of Appointment, which will be subject to satisfactory completion of a 6-month probationary period. A further extension is subject to satisfactory performance and the availability of funds, until the end of the Project. The Project is currently expected to run until 31 January 2025.

Appointments are normally made at Step 1 of the applicable salary scales.

Monthly remuneration, subject to social security deductions, is approx. EUR 1,504.92. Social benefits will include participation in the Cigna medical insurance scheme and the OSCE Provident Fund.

How to Apply

Please apply online through the OSCE website (https://jobs.osce.org) no later than 11 April 2024. Only online applications will be considered; applications received by email, post etc. will not be accepted. 

Only short-listed candidates will be contacted. Candidates who have not been contacted by 15 May 2024 should consider there will be no follow up to their application.

Contact Tel. No: 011-3606 100, ext.: 4133, 4157 or 4127 (Human Resources Office)

The OSCE is committed to achieving a better balance of women and men within the Organization.

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