Programme Assistant (G5)

Background:

A vacancy for a fix-term Programme Assistant G5, has arisen in the Democratization Department of the OSCE Presence in Albania.
The mandate of the OSCE Presence in Albania is to promote democratization, the rule of law, and human rights as well as to consolidate democratic institutions in line with OSCE principles, standards and commitments.
Originally established in 1997, today, the Presence’s activities range from arms control and the fight against trafficking to electoral assistance; anti-corruption initiatives; gender mainstreaming and environmental projects; human right, protection; legislative, judicial, and media reform; and the capacity-building of law enforcement officials.
For more detailed information on the structure and work of the OSCE Presence in Albania please see: https://www.osce.org/presence-in-albania.

Tasks and Responsibilities:

1. Coordinates administrative, procurement and logistical processes for departmental projects and activities, including drafting requisitions, preparing supporting documentation, monitoring procurement actions and expenditures and ensuring compliance with OSCE 
administrative and financial procedures under the guidance of the Head of Department. 
2. Plans, organizes and schedules meetings, workshops, conferences, training sessions, study visits, missions and public events by coordinating with internal units, governmental institutions, civil society organizations, consultants, service providers and implementing 
partners to ensure timely and effective delivery of programme activities. 
3. Drafts and edits correspondence, briefing notes, reports, meeting minutes, presentations, statistical summaries, website and social media content, and other programme-related documentation, ensuring accuracy, clarity, consistency and timely dissemination of 
information to internal and external stakeholders. 
4. Researches, collects, analyses and summarizes information and data from governmental institutions, international organizations, media sources and civil society stakeholders, preparing concise background materials and analytical summaries to support programme 
implementation, reporting and decision-making processes. 
5. Maintains departmental calendars, activity schedules, contact databases, filing systems and information flow, independently monitoring deadlines, coordinating follow-up actions and proposing practical improvements to enhance administrative efficiency, workflow 
organization and service delivery within the department. 
6. Liaises regularly with OSCE departments and external counterparts to exchange information, coordinate activities, resolve administrative and logistical issues, and maintain effective working relationships while exercising discretion and professionalism in handling sensitive or confidential matters in a multicultural environment.

Necessary Qualifications:

• Education: 
  Completed secondary education supplemented by specialized training or studies in general administration, social sciences or similar humanistic studies 
• Experience and knowledge/skills: 
  - Minimum five years of relevant working experience in administrative, programme, or project support functions within international organizations, public institutions, civil society organizations or private sector entities. 
  - Experience in organizing events, coordinating administrative processes, and supporting project implementation. 
  - 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; 
  - Computer literacy with practical experience with Microsoft Office applications and knowledge of social media platforms. 
  - Ability to work with people of different nationalities, religions, and cultural backgrounds. 
• Languages: 
  Excellent oral and written communication skills in English and in Albanian. 

Remuneration Package:

According to the fixed OSCE salary scale, the monthly remuneration for G5 is approximately 1,333 EURO, subject to National Social Security deductions, in line with the Albanian Law.

Appointments are normally made at Step 1 of the applicable OSCE salary scale. In exceptional cases, an initial appointment at up to Step 3 may be considered. This depends on factors such as relevant experience exceeding minimum requirements or higher previous remuneration. Any such request by a candidate must be reviewed and approved by the OSCE before the appointment.

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.