The vacancy is open only for persons with the citizenship of or permanent residence in the Republic of Serbia.
The successful candidate will receive a short-term Letter of Appointment until 31 December 2023, with the possibility of extension, provided budget approval and operational needs. The incumbent is assigned to the OSCE Mission to Serbia’s Comprehensive Security Unit of the Security Co-operation Department.
The purpose of this role is to provide administrative and, where relevant, support in the implementation of project activities, including assistance in organizing reach-out and capacity-building events, supporting process delivery through scheduling appointments, drafting routine correspondence and performing a variety of clerical tasks. The Project Assistant supports process delivery in project administration by performing tasks that require practical demonstration of skills and follow well-defined processes, such as formatting, drafting, collating tables and presentations. S/he serves as a resource to other project staff in project administration matters. Additionally, the Project Assistant will promote the project activities through the Mission’s social media, s/he assists in drafting brief communication material and submits it to supervisor’s review.
Tasks and Responsibilities
Under the supervision of the National Programme Officer, the incumbent is responsible for:
- Drafting routine e-mail correspondence (both on administrative and project matters), keeping track of pending matters, flagging deadlines and bringing urgent and important items to the attention of the supervisor.
- Screening phone calls and visitors, responding to basic information requests and inquiries as necessary, as well as referring queries to appropriate personnel for handling.
- Assisting the project staff in organizing the logistics for meetings and preparing the necessary background documents and agendas, as well as arranging IT equipment for online or hybrid events; liaising with counterparts on attendance; assisting in the preparation of presentation material; reserving meeting rooms and taking notes at meetings, if required.
- Consulting to clarify the application of relevant policies and procedures; retrieving information on administrative matters and the project from the SAP modules, which have been designed to support results-based management.
- Using ERP, initiating and following up on actions related to recruitment of consultants, training activities, payments, travel authorizations requests/claims, transport requests and maintaining an up-to-date filing system (both paper and electronic).
- Performing general administrative tasks such as arrangements for meetings, workshops, seminars and other events, reservations, research for information and reference material; preparing requests/documents, e.g. requisitions, travel requests/authorizations, expenditure authorizations; putting in place the necessary IT equipment and assisting in its operation, etc. Also, organizing requests for formal editing, translation, layout, graphic design and arranging for printing services as well as the publication of documents, if and when necessary; maintaining an up-to-date filing system (both hard copy and electronic).
- Translating written documents, such as talking points, agendas and presentation material for the project activities; translating at meetings with external interlocutors on a needs basis.
Necessary Qualifications
- Citizenship of or permanent residence in the Republic of Serbia;
- Secondary education supplemented by formal training in office administration, protocol, records management or similar would be an asset;
- Minimum one (1) year of experience in administration, including at six (6) months of relevant in assisting project implementation and administration;
- Good understanding of project implementation procedures and practices, preferably in a multicultural environment;
- Experience in providing support to managerial/professional staff and using administrative skills;
- Digital literacy and proficient use of Microsoft Office (Outlook, Word, Excel), internet; experience with an ERP software is an asset;
- Excellent written and oral communication skills in English and Serbian;
- Computer literate with practical experience in Microsoft applications;
- Ability and willingness to work with people of different nationalities, cultural and religious backgrounds and diverse political views while maintaining impartiality and objectivity;
- Demonstrated gender awareness and sensitivity, as well as the ability to integrate a gender perspective into tasks and activities.
Candidates are encouraged to familiarize themselves with the OSCE core values and competencies by studying the OSCE Competency Model available at: https://jobs.osce.org/resources/document/our-competency-model.
Remuneration Package
The incumbent will receive a Short-term Letter of Appointment until 31 December 2023, which may be extended further, given operational needs, satisfactory performance and the availability of funds.
Appointments are normally made at Step 1 of the applicable salary scales.
Monthly remuneration, subject to social security deductions, is EUR 1,147.42. Social benefits will include participation in the Cigna medical insurance scheme.
How to Apply
Please apply online through the OSCE website ( https://jobs.osce.org) no later than 18 September 2023. Only online applications will be considered; applications received by email, post etc. will not be accepted.
Only short-listed candidates will be contacted. Candidates who have not been contacted by 31 October 2023 should consider there will be no follow up to their application.
Contact Tel. No: 011-3606 100, ext.: 4133, 4157 or 4127 (Human Resources Office)
The OSCE is committed to achieving a better balance of women and men within the Organization.
The OSCE retains the discretion to re-advertise the vacancy, cancel the recruitment, offer an appointment at a lower grade or offer an appointment with a modified job description or for a different duration.
Additional Information
- Issued by: OSCE Mission to Serbia
- Requisition ID: SRM000032
- Contract Type: Local Contracted
- Grade: G3
- Job Level: General Services
- Job Type: Contracted
- Number of posts: roster
- Location: SRM – OSCE Mission to Serbia, Belgrade
- Issue Date: Aug 28, 2023
- Closing Date: Sep 18, 2023
- Employee Status: Short-Term
- Schedule: Full-time
- Education Level: High School Diploma / (GED)
- Job Field: Administration & Support
- Job Field: Administration & Support
- Target Start Date: As soon as possible
