Senior Project Assistant (G6)

Background

The OSCE Support Programme for Ukraine (SPU) has been established in order to continue to support the Ukrainian Government’s reform efforts and to mitigate the increased risks to civilians caused by the war against the country. The objective of the SPU - and therefore of all its projects - is to support Ukraine across all three OSCE dimensions on the government’s reform efforts and on the evolving risks to civilians caused by the war, thus ensuring that the OSCE’s work conducted over the past three decades and in the future, continues to impact positively the institutions and people of Ukraine and that Ukraine’s comprehensive security is enhanced in line with the OSCE commitments.

The incumbent works within the extra-budgetary (ExB) SPU project under the OSCE Conflict Prevention Centre (CPC) at the Secretariat (SEC), Human Security (HS) Component, and provides programmatic and administrative support in the implementation of the Project “Involving and Supporting Youth in Crisis Management and Post-Conflict Rehabilitation in Ukraine”.

The SPU is planned to run until 31 July 2025. The post extension is subject to the availability of funds, as well as an extension of the project duration.

Please note that the post is located in Kyiv, Ukraine. Alternative working arrangements are provisionally in place.

Tasks and Responsibilities

The incumbent works under the supervision and guidance of the Senior Project Associate (G7) and, if selected, will be tasked with the following:

1. Assisting in the timely accomplishment of project tasks by coordinating and supporting project activities. This includes assisting in the planning and follow-up with partners and stakeholders on administrative activities in accordance with the OSCE rules and established business processes.
2. Supporting the mobilization and coordination of experts, consultants, contractors, and goods and services. This involves assisting in the administration and monitoring of Terms of References and specifications and following up on processes and work deliverables. Helping in managing expert and procurement contracts and contributing to the preparation, submission, revision, and monitoring of the project budget, as well as providing information on implementation.
3. Assisting in the coordination of inter-agency meetings with national stakeholders within the project's scope. Providing advice and recommendations on required inputs from national partners to support project activities. May represent the OSCE at local, national, and regional conferences and events, including speaking engagements with NGOs, international, or bilateral agencies, as directed by supervisors.
4. Assembling and synthesizing data to facilitate the analysis of project activities, supporting the drafting of periodic or ad hoc management reports. Maintaining and retrieving reference material, documentation, data, and information. Assisting in the administration and organization of project events, meetings, workshops, and other activities.
5. Assisting in consolidating and monitoring various reports related to project human resources planning and expenditures. This includes tracking the use of non-staff resources, communication and publishing plans, IT plans, and travel schedules.
6. Raising Procurement Requests in IRMA, monitoring the project's implementation rates and spending patterns, and providing recommendations to improve financial planning and monitoring.
7. Conducting research and needs assessments to support knowledge building and knowledge sharing across the Programme. Assisting in training staff and briefing budget holders on administrative, budgetary, planning, programming, and financial procedures and processes. Reviewing current processes and providing recommendations to improve administration procedures.
8. May also supervise lower grade general service staff and perform other assigned duties.

Necessary Qualifications

• Completed secondary education supplemented by formal training or studies in the field relevant to the project.
• Minimum 6 (six) years of relevant working experience in the field of human security sector, political affairs, or democratization.
• Experience in project planning, implementation, and reporting.
• Knowledge of latest political and social developments as well as priority issues on the reform agenda in Ukraine.
• Ability to conduct research and collect information from a variety of sources.
• Digital literacy and proficient use of Microsoft Office (Outlook, Word, Excel, and PowerPoint), internet.
• Excellent written and oral communication skills in English and Ukrainian languages.
• 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 a team, with people of different cultural and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity.

Remuneration Package

Monthly remuneration, subject to social security deductions, is USD 1,953 as per the relevant OSCE salary scale; the salary payment is effected in EUR. Social benefits will include participation in Cigna medical insurance scheme and the OSCE Provident Fund. The Organization contributes an additional amount equivalent to 15% of the employee's salary to this pension-style fund while the employee contributes 7.5%. 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/. 

If you experience technical problems using the online application system, please contact us at SPU-recruitment@osce.org, indicating the Requisition/Vacancy Number and issue faced.

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.

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