Administrative Assistant (G4), Election Unit

Background:

The need for an Administrative Assistant has  arise in the Electoral Reform Unit, part of Democratization Department, to provide administrative support to the unit in the implementation of its activities, including organizing capacity-building and awareness-raising events, the development and maintenance of databases of information, and providing other office-related assistance.
Working under the general supervision of the National Elections Advisor (NP3), the Administrative Assistant provides technical support and facilitates process delivery in project administration by performing tasks related to the administrative, logistics and secretarial support aspects of the unit’s activity.

Tasks and Responsibilities:

Under the overall supervision of the National Elections Advisor, the successful candidate will be tasked with the following duties:

1. Assisting in the implementation of the unit’s activity by providing administrative and logistics
assistance in preparing, conducting and following-up on events and activities. 
2. Providing office/secretarial support to the team, including scheduling and arranging meetings and 
taking minutes; compiling notes from events; distributing documents and ensuring their upload into the 
system; maintaining a calendar of events and meetings; providing interpretation/translation in English 
and Albanian as needed; etc.
3. Collecting and processing financial data and administrative information and assisting in the preparation 
of draft reports and documents; checking and reporting periodically on the financial status of the unit’s 
budget implementation plan; 
4. Researching background information from internal and external sources necessary for the 
implementation of activities; assisting with the preparation of summaries and presentations by 
extracting/summarizing relevant data and statistics;
5. Maintaining and updating the unit’s filing system, and providing regular input to the maintenance of 
the Presence archives

Necessary Qualifications:

Education:
• Completed secondary education, supplemented by training in office administration, or equivalent extensive work experience in the field. Specialized training/courses related to finance or procurement would be an asset.

Experience and knowledge/skills:
• Minimum four years of working experience in public/state institutions, civil society, international organizations/projects or diplomatic missions in office administration, organizing events and gathering, processing and disseminating information; 
• First-hand experience in project implementation and reporting in the areas of secretarial and administrative support;
• Ability to conduct research and collect information from a variety of sources, to assess large amounts of information and provide clear and summarized feedback, and to effectively multi-task and deliver results under tight deadlines; 
• Good interpersonal skills; ability to work as part of a team and with people of different nationalities and cultural backgrounds;
• Digital literacy and proficient use of Microsoft Office (Outlook, Word, Excel and PowerPoint), internet. Experience with an ERP software and knowledge of social media platforms are an asset.

Languages:
• Excellent oral and written English communication skills

Remuneration Package:

According to the OSCE salary scale, this position is classified as G4 with a monthly salary of 942 Euro, subject to National Social Insurance deductions, in line with Albanian law.

Please note that appointments are normally made at step 1 of the applicable OSCE salary scale.

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.

Candidates interviewed and found suitable in the recruitment process for this vacancy notice will be placed on a roster of suitable candidates (valid for three years) for fixed-term posts, should a suitable opportunity arise. The placement on a roster does not guarantee a future appointment or assignment.

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 OSCE appointments are subject to medical clearance. 

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 62 years at the time of appointment as the incumbent selected is normally expected to carry out the contractual obligation of two years. 

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