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Programme Assistant (G5), maternity leave replacement

Dushanbe

  • Organization: OSCE - Organization for Security and Co-operation in Europe
  • Location: Dushanbe
  • Grade: Administrative support - G-5, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Administrative support
    • Project and Programme Management
  • Closing Date: Closed

Background:

The OSCE Programme Office in Dushanbe promotes the implementation of OSCE principles and commitments, as well as the co-operation of the Republic of Tajikistan within the OSCE framework in all three dimensions. It is involved in a wide range of activities, ranging from counter-terrorism and border management projects to supporting cross-border markets and free economic zones, human rights, media development, and legal reform initiatives.


Please note that this is a maternity leave replacement for the initial period of 5,29 months with a possibility for short-term extension.


Tasks and Responsibilities:

Under the overall supervision of the Senior Executive Officer, the successful candidate will be tasked with the following duties:

Extra-Budgetary Programmatic functions:

  • Guiding and providing technical support from Project Idea to the full technical Project Proposal Development;
  • Coordinating with FAU and other relevant Units and also with Program Evaluation and Support Unit (PESU) from Vienna/Secretariat in the course of revision and clearance of the Project Proposal and then approval by the FM for encoding into the system;
  • Submitting of guidelines/instructions/templates, heads up notes and technical support in development of Progress and Final Reports;
  • Leading in submission of reports to the respected donors, as well as independent communication with donors in case of clarification of questions;
  • Carrying out frequent monitoring to assess the performance level of projects;
  • Guiding and providing technical support in the course of EXB Proposals revision and amendment;
  • Communicating with donors and DMF on pledge extension/refunding the remained balance and associate in closing EXB Projects;
  • Providing updated information on donors pledging history, when needed;
  • Liaising with project applicants, providing consultations over the phone on a daily basis; preparing acceptance and/or rejection letters;
  • Filing, scanning and copying necessary documentation as needed;
  • Assisting in the management and update of Office's archives and databases;
  • Preparing all relevant financial and administrative documents, including contracts with implementing partners.
  • Maintaining a database, including project information, background information, partner and other relevant interlocutors' information;
  • Performing other related tasks in relation to ExB projects as assigned.

Records Management functions:

  • The incumbent is record management focal point of the Office and is expected to independently conceptualize, plan and lead the implementation of the establishment of a File Plan for the Office in line with OSCE standards in cooperation with the RMU/OSCE Secretariat, FAU and all Programmes;
  • Assisting in the management and update of Office's archives and databases; 
  • Maintaining a database (DOcIn) with archiving the key programmatic documents;
  • Provision of briefing for newcomers in OSCE Records Management. 

HoM Facility Fund administration functions:
•    Checking and reviewing requests from Civil Society and Governmental bodies for POiD support;
•    Implementing HoM Facility Support projects in compliance with CRMS and closing cooperation with FAU;
•    Preparing rejection letters in case, if the requests are not in line with HOM criteria;
•    Acting as a Requestor in raising Purchase Requisitions in ORACLE for OHoO;
•    Performing any other related duty as assigned.


Unified Budget Programmatic functions:

  • Supporting the PCU Senior Assistants in providing guidance to Programme managers and their Support Team on all aspects of project coordination: design, implementation,  monitoring and evaluation and reporting throughout the entire project cycle;
  • Supporting the PCU Senior Assistants in participating with Programme Managers and/or on their behalf in monitoring visits to ongoing projects. Keeping a schedule of monitoring visits and updates when necessary;
  • Compiling financial and programmatic reports based on monitoring visits to the project sites;
  • Assisting the Senior Management in developing a follow-up strategy, including project outlines, 3-year strategical project development documents and proposals as well as financial and other requirements related to the follow-up, in co-operation with implementing partners and governmental authorities;
  • Providing information related to projects' and programmes planning and implementation status, in co-operation with Programme Managers;
  • Assisting in the preparation of project/programme progress reports, activities and budget requirements for the planning purposes of the OSCE. Assisting in creation of user-friendly templates;
  • Preparing all relevant financial and administrative documents, including contracts with implementing partners; 
  • Maintaining a database, including project information, background information, partner and other relevant interlocutors' information.            

 

For more detailed information on the structure and work of the OSCE Programme Office in Dushanbe, please see: http://
www.osce.org/programme-office-in-dushanbe
 


Necessary Qualifications:

  • Secondary education supplemented by formal studies in administration or project management;
  • A minimum of four years of experience in program/project planning, management and implementation including financial management;
  • Computer literate with practical experience of Windows and Microsoft applications;
  • Excellent communication and interpersonal skills;
  • Excellent written and oral communication skills in English, Russian, and Tajik; 
  • 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.

 

Remuneration Package:

Monthly remuneration, subject to social security deductions, is 754.00 EUR. Social benefits will include participation in the medical insurance scheme.

 

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.

 

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.

Additional Information
This vacancy is now closed.
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