Project Assistant (G5)

Background:

OSCE field operations are the front line of the OSCE’s engagement on the ground, supporting host authorities in fulfilling OSCE commitments and implementing a comprehensive approach to security. The OSCE Mission to Skopje is the Organization's longest-serving field operation working on inter-ethnic relations, early warning, the rule of law, democratic governance and transnational threats and police reform. 
 
The OSCE Mission to Skopje is implementing the Extra Budgetary (ExB) project “Building a Hybrid Education System in the Ministry of Internal Affairs of the Republic of North Macedonia”. The project aims to support the Ministry of Internal Affairs in developing its hybrid learning and educational capacities to build an integrated long-lasting system of professional police education. 

Due to the extra-budgetary (ExB) nature of the project, the initial contract duration will be until the end of 2024, with further extension subject to the availability of extra-budgetary funding. The maximum foreseen project duration is until March 2025. 
 

Tasks and Responsibilities:

Under the direct supervision and guidance of the National Programme Officer, the incumbent will provide programmatic, project management, administrative, financial, logistical and coordination support to the Extra Budgetary project, more specifically:

1.    Assisting in project management, through: 

• Assisting in the planning, implementation, monitoring and evaluation of activities; assisting in preparation of drafts of reports, financial and administrative documents, including expenditure reviews, travel and visa, consultancy and other contracts etc.;
• Supporting the preparation and execution of programmatic events, such as workshops, trainings, exchange programme conferences, as well as official and donor visits;
• Assisting in monitoring of the projects’ implementation rates and spending patterns, providing recommendations to improve financial planning and monitoring, and ensuring appropriate record keeping within the OSCE internal administrative, financial and reporting systems;
• Assisting in administration/preparation of Purchase Requisitions (PRs), raising PRs by using the iProcurement (ORACLE) platform and assisting in tracking budget expenditures;
• Administration of the e-learning platform by supporting participants and external trainers in using of the platform, administering registered users, soliciting user feedback and other technical assistance, as needed.

2.    Providing administrative, financial and logistical support, such as:

• Organizing project-related events (following up on PRs for conference venues, hotels, catering and providing administrative instructions to suppliers);
• Arranging travel for participants in project-related events, consultants and others, as required (flights and visas, payment of travel entitlements, hotels arrangements, etc.), and maintaining an overview of travel expenditures;
• Preparing materials for project-related events, including researching background information from internal and external sources and assisting with the preparation of presentations, as required;
• Taking minutes and drafting notes, summaries and reports, as required;
• Assisting the National Programme Officer in financial and narrative reporting;
• Performing interpretation and translation from/to local languages and English language, as needed.

3.    Records management, through:  

• Maintaining paper and electronic filing system, uploading documents into DocIn, archiving ExB project documentation;
• Providing secretarial support in co-ordination and information sharing; 
• Distributing documents and scheduling meetings, receiving visitors, preparing background materials, meeting rooms etc.; Drafting correspondence;
• Maintaining the directory of project stakeholders.

4. Performing other duties as assigned.

Necessary Qualifications:

• Citizenship of or permanent residence in the Republic of North Macedonia;
• Completed secondary education supplemented with training in administration or project management field;
• Minimum four (4) years of work experience in project-related activities;
• Computer literate with practical experience with Microsoft applications;
• Excellent written and spoken communication skills in English and local language(s);
• Ability to work with people of different nationalities, ethnicities, religions and cultural backgrounds;
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.

Remuneration Package:

Monthly remuneration, subject to social security deductions, is approximately EUR 1,534.75. 

Social benefits will include participation in the Cigna medical insurance and the OSCE Provident Fund. 

Appointments are normally made at step 1 of the applicable OSCE salary scale. At the discretion of the appointing authority a higher step may be approved up to a maximum of step 3 subject to specific conditions.
 

If you wish to apply, please use the online application link found under https://vacancies.osce.org/. 

Please note that applications received after the deadline, submitted in different formats than the OSCE Online Application Form or in other languages than the English language would not be considered.

The recruitment procedure may take up to two months and we will be in further contact with you only if you are selected for an interview. The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, or offer the position with modified terms of reference or a different duration.

The OSCE is committed to diversity and inclusion within its workforce, and encourages the nomination of qualified female and male candidates from all national, religious, ethnic and social backgrounds.

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 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.