Senior Project Assistant (G6)

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 social cohesion, fundamental rights, gender equality, the rule of law, good governance, integrity and anticorruption, criminal justice and police reform.

The OSCE Mission to Skopje is implementing the Extra Budgetary project “Assisting the National Authorities of the Republic of North Macedonia to Decrease the Risk of Weapon Proliferation and Misuse of Small Arms and Light Weapons (SALW)”. The Project aims to assist the Republic of North Macedonia to reduce the risk of weapon proliferation and misuse of SALW in the country through increasing the prevention, detection, analysis and investigative capacity of the Ministry of Internal Affairs (MoIA) and other Governmental Organisations.

The project is currently funded until 31 December 2025, with possible extension subject to the availability of further extra-budgetary funding. 

Tasks and Responsibilities:

Under the direct supervision of the Project Coordinator, the selected candidate will be responsible for:     

1. Conducting research and monitoring developments in the sector and/or geographical area relevant to the project; collating and presenting data and information that may affect the project and making recommendations as to how to best address the implementation of project activities;
2. Assisting in the design and implementation of assigned project activities, which may include workshops, conferences, study visits, training interventions, etc., by recommending priority activities, liaising with participants, preparing written material for the supervisor’s approval, and obtaining the required administrative approvals; keeping track of pending matters and following up with other offices on progress and deadlines;
3. Performing budgetary and financial tracking, such as cost management through a frequent budget and expenditure analysis, cost projections based on historical data, and current market prices, including advising the Project Coordinator on potential funds savings or shortages and suggesting remedy actions;
4. Providing financial input for creating, maintaining, and updating yearly Procurement Plans based on the budget document and available funds in coordination with the Senior Procurement Assistant; tracking pledges through DocIn and advising the Project Coordinator on pledge availability, pledge allocation, and donor requirements, including calculating and tracking fundraising needs;
5. Coordinating reporting requirements and providing substantive input to progress reports, evaluation reports, and financial reports; drafting talking points and background material; providing substantive input and putting documents into adequate style, language, and format; proofreading documents and editing texts for accuracy, grammar, punctuation, and style in accordance with standard practices;
6. Monitoring administration of assigned project outcomes and recommending improvements to the design and delivery of the work processes and practices to meet specific project needs;
7. Coordinating administrative arrangements, including the preparation of terms of reference and selection of consultants, implementing partners, and vendors, administrative and logistical arrangements for events, such as meetings, workshops, conferences, study visits, etc.;
8. Using ERP, initiating and following up on actions related to requisitions, hiring of consultants, training and study tours, purchase of services and goods, payments, travel authorization requests/claims, and handling all related inquiries; tracking ERP-related actuals, commitments, and obligations to ensure timely reconciliation of accounts.

Necessary Qualifications:

• Citizenship of or permanent residence in the Republic of North Macedonia;
• Completed secondary education, supplemented by specialized training or formal studies in administration and/or project management;
• Minimum six years of working experience in project administration;
• Experience in project planning, implementation, and reporting;
• Established knowledge and understanding of the developments in administration and management;
• Ability to conduct independent research and collect information from a variety of sources;
• Digital literacy, proficient use of Microsoft Office and the Internet. Experience with ERP software is an asset;
• Excellent written and spoken communication skills in English and local language(s);
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
• Demonstrated 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 approximately EUR 1,764.66. 

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 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 be aware that OSCE appointments are subject to medical clearance. 

The mandatory retirement age at the OSCE is 65 years, the Organization shall apply an age limit of 63 years at the time of appointment. 

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