Project Assistant (G5)

Background:

A vacancy for a fix-term ExB Project Assistant G5, has arisen in the Governance, Economy and Environmental Issues Department at Anti-Trafficking UNIT at 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. 

The post is located in the Anti-Trafficking Unit within the OSCE Presence in Albania, Governance in Economic and Environmental Issues Department, under the Extra-Budgetary Project “Strengthening Albania’s law-enforcement and prosecution capacities and multiagency co-operation in combatting trafficking in human beings”.

The Anti-Trafficking Unit, within the Presence Governance in Economic and Environmental Issues Department, provides assistance and expertise on anti-trafficking issues to the Albanian authorities as well as to representatives of civil society groups, including supporting the implementation of relevant national strategies, in close consultation and cooperation with the Government of Albania and other State institutions and organizations, in line with the OSCE Presence in Albania Mandate.

Tasks and Responsibilities:

Under the overall supervision of the Project Manager, the project Assistant will provide support to the project implementation by conducting administrative tasks, reporting and coordinating with project stakeholders, for the routine elements of the project requiring application of basic principles of project administration.

The successful candidate will be tasked with the following duties:

1. Provides general support to the project implementation based on the strategy defined by the Project Manager. Carries out various administrative duties, from the drafting of documents, to entering Procurement Requests, as well as providing support with receiving or archiving or sending of incoming and outgoing electronic and paper documents. Follows up on administrative issues, ensuring that deadlines are met and procedures are followed. Maintains contacts with relevant members of Fund Administration Unit as needed for the normal continuation of the project and coordinate internally and with the donor to resolve possible administrative problems. Facilitates logistical, financial and budgetary details with Fund Administration Unit.
2. Drafts correspondence and documents including meeting notes and reports, drafts administrative reports and replies to routine correspondence, as well as drafts procurement documents.
3. Performs general office support services for the project, including a variety of administrative duties such as meetings, seminars and events organization, travel and hotel arrangements, reservations, supplier and liability release forms and prepares and/or processes administrative requests/documents such as travel requests, expense claims, vouchers, etc.
4. Participates in meetings, seminars and conferences upon request from the Project Manager and the Head of Department. Interprets/translates from English into Albanian and vice-versa on matters related to project activities when required. Provides support in organizing project related seminars, meetings, conferences and in preparing related documents through administrative actions and procurement of related services.
5. Assists the Project Manager in planning and overseeing the Project budget and activities. Contributes to project evaluation by gathering data on the project activities and other needed information. Prepares and maintains records, documents and plans for the monitoring of the project implementation. On weekly basis and upon request, provides to the Project Manager full report on tasks assigned in line with the OSCE internal regulation and the agreement with the donor, reports and provides full financial and narrative report on projects about ongoing processes and proactively points out possible obstacle.
6. Maintains regular contacts and, as a liaison point on project activities, ensures timely communication with experts/consultants, implementing partners, organizations or institutions relevant to the successful operation of the project.

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:

Education:

• Completed secondary education, as well as specialized training in project administration

Experience and knowledge/skills:

 Minimum 5 years of work experience in an international organization, governmental institutions, NGO in which the incumbent should have supported capacity building projects/programmes, acquiring skills in basic management and coordination, analytical, reporting office organization and archiving. 

• Experience in supporting organization of meetings, conferences and public events, as well as communicating with high-level officials.
• Computer literate with practical experience with Microsoft applications:
• 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;

 Languages:

• Excellent oral and written communication skills in English and Albanian languages.
  .

Remuneration Package:

According to the fixed OSCE salary scale, the monthly remuneration for G5 is approximately 1,058 EURO, subject to National Social Security deductions, in line with the Albanian Law.

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.