Project Assistant (G5, ExB)

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 inter-ethnic relations, early warning, the rule of law, democratic governance and transnational threats and police reform. 
 
The Mission is implementing the Extra Budgetary (ExB) project “Building New Bridges”, which aims to reinforce social cohesion through increased integrated education practices and inter-cultural youth engagement.

Tasks and Responsibilities:

Under the direct supervision and guidance of the Senior Democratization Officer, the Project Assistant will provide overall project management, administrative, financial, logistic, and coordination support to the ExB project “Building New Bridges” (BNB) on part-time basis.  

More specifically, the incumbent will be responsible for:

1.    Performing project-related activities, such as:

• Organizing project related events/webinars, workshops, trainings or forums and regularly following up on purchase requests for conference venues, hotels, and catering, including administrative instructions to suppliers;
• Preparing travel for participants in project related events, consultants and others as required, including booking of hotels and maintaining an overview of expenditures; 
• Preparing project related events’ materials and drafting correspondence;
• Researching background information from internal and external sources and assisting with the preparation of  presentations, as required;
• Scheduling meetings, receiving visitors, preparing background materials, meeting rooms, etc. as required.
• Taking minutes and drafting notes, minutes and summaries as required;
• Performing interpretation and translation from/to local languages and English, when needed.

2.    Assisting in the planning, implementing, monitoring and evaluation of project activities: 

• Assisting in the preparation of draft reports, financial and administrative documents, including expenditures, travel, consultancies etc.;
• Supporting the preparation and implementation of project activities, as per the deadlines and procedures set, collecting and documenting all means of verification (MoVs) of the project;
• Assisting in monitoring of the projects’ implementation rates and spending patterns, and tracking budget expenditures; providing recommendations to improve financial planning and monitoring, ensuring appropriate record keeping within the OSCE internal administrative, financial and reporting online systems;
• Preparing templates for reporting and monitoring of the activities including lists of participants, lists of reimbursements and similar;
• Assisting in administration/preparation of purchase requisitions and raising of Purchase Requisitions (PRs).

3.    Records management, through:

• Maintaining paper and electronic filing system, including archiving project documentation; uploading documents into DocIn;
• Providing support in co-ordination and information sharing, including distribution of documents;
• Maintaining the directory of project stakeholders.

4.    Performing other duties as assigned.
 

Necessary Qualifications:

• Citizenship of or permanent residence in the Republic of North Macedonia;
• Completed secondary education supplemented with formal training in administration or project management;
• At least four (4) years of work experience in project related activities, preferably in the field of youth and education;
• Proven experience with school administration;
• Computer literate with practical experience with Microsoft applications;
• Excellent written and spoken communication skills in English and local language(s); Fluency in Albanian will be considered an asset;
• Ability to work with people of different nationalities, ethnicities, religions and cultural backgrounds;
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities. 
   

Remuneration Package:

Monthly remuneration, subject to social security deductions, is approximately EUR 680.00 (part-time, 20 hours per week).

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, please use the OSCE's online application link found under https://vacancies.osce.org/. 

Please note that applications received after the deadline, submitted in different formats than the OSCE Online Application Form or in other languages than the English language would not be considered.

The recruitment procedure may take up to two months and we will be in further contact with you only if you are selected for an interview. The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, or offer the position with modified terms of reference or a different duration.

The OSCE is committed to diversity and inclusion within its workforce, and encourages the nomination of qualified female and male candidates from all national, religious, ethnic and social backgrounds.

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 the OSCE does not request payment at any stage of the application and review process.