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Budget Assistant (part-time, 50%)


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Archived vacancy details

Issued by
OSCE Office for Democratic Institutions and Human Rights
Vacancy number
Vacancy type
Local Contracted
Field of expertise
Budget and Finance
Number of posts
Duty station
Date of issue









This is a part-time (50%), extra-budgetary position and the current contract will be for one year, renewable until the project ends. The expected duration of this project is from July 2017 until July 2020 and the selected candidate should commit to being available for the duration of the project.

The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. The ODIHR’s activities are implemented in 57 participating States in accordance with the ODIHR’s political mandate. Among the ODIHR’s main fields of activity is election observation as well as a large number of assistance projects in the areas of democratic institution building, the rule of law and human rights.

The Election Department is managing a large-scale, extra-budgetary (EXB) project which requires designated project staff to plan and implement project activities of the following project:

The ‘Support to the follow-up of electoral recommendations in the Western Balkans’ project aims to assist five OSCE participating States in the Western Balkans (Albania, Bosnia and Herzegovina, the former Yugoslav Republic of Macedonia, Montenegro, and Serbia), as well as Kosovo, in bringing the conduct of elections closer in line with OSCE commitments and other international obligations and standards for democratic elections. This will be achieved by ODIHR providing assistance to countries in the Western Balkans in the follow-up to OSCE/ODIHR electoral observation mission's recommendations (and, in Kosovo, on the basis of EU election observation mission's recommendations) in an inclusive manner and sufficiently in advance of the next elections, in particular in areas related to election administration, voter registration, and the conduct of the media during the election campaign.

The project target include executive offices of the government for defining national policy, parliaments for legislative development, election management bodies and other state agencies for elaborating administrative procedures, and non-state actors such as political parties, media and CSOs in the review of internal policies and in the advocacy and monitoring of broader reforms.

Under the direct supervision of the Finance Officer, the Budget Assistant provides programme support services to the extra budgetary project in the areas of budget and project finance to enable efficient implementation of the project.




Tasks and Responsibilities








Under the direct supervision of the Finance Officer, the Budget Assistant provides accurate financial information to enable timely and correct project management decisions. The Budget Assistant also applies and interprets the OSCE and ODIHR financial rules and regulations in the context of the ODIHR operating environment. In particular, the incumbent performs the following functions for the project: 


BUDGET RELATED tasks, including: - Assisting project staff in preparing budgets for project components in accordance with OSCE procedures and donor requirements; verifying expenditures to ensure that they remain within planned, authorized and available allotments;

- Recommending to Associate Project Officer and other programmatic staff in a timely manner the reallocation of funds as necessary within the framework of the project in conformity with OSCE procedures and donor requirements;

- Producing detailed budget and expenditure reports using IRMA/Oracle and cost forecasts on a monthly basis and as requested; drafting budget and expenditure reports for donors; comparing accounting and budgeting records and investigating discrepancies with project and financial staff;

PROGRAMME RELATED tasks, including: - Identifying financial management problems and proposing corrective action to Associate Project Officer in relation to implementation of ODIHR project activities; providing advice and guidance on OSCE and ODIHR budgetary and financial policies and procedures so as to promote project progress; 

- Liaising with project staff and Finance Unit to ensure follow-up action on budget implementation and reporting; ensuring the integrity of financial data and OSCE Common Management Regulatory System (CRMS) compliance; 

- Designing and implementing financial reporting oversight tools such as checklists, updated cash-flow projection, instructions and reporting forms;

FINANCE RELATED tasks, including: - Ensuring compliance of project expenditures with OSCE/ODIHR and donor budgetary and financial policies and procedures, in particular with the contribution agreements governing the project;

- Reviewing Official Travel Authorizations; requests for representation funds; requests for operational advances; financial conditions in Special Service Agreements; Implementing Partner Agreements and other purchasing requisitions and contracts to ensure compliance with OSCE and ODIHR budgetary and financial policies and procedures, as well as donor requirements; 

- Monitoring procurement requisitions and purchase orders related to project activities;

- Verifying incoming invoices, requests for reimbursement and financial reports received from implementing partners for accuracy and compliance;

- Providing advice on OSCE and ODIHR policies and decisions, in addition to procedures and donor requirements, for the use of project staff working at ODIHR and in the field;

• Carrying out any other duties as required by the Supervisor.




Necessary Qualifications








• Completed secondary education, supplemented by formal specialised training in the area of budget preparation, project management, business planning or accounting; 

• Minimum 4 years of work experience in budget/accounting duties, preferably in an international environment;

• Good understanding of the procedures and requirements for project budgeting;

• Experience of donor procedures and rules applicable to funding received from large institutional donors is desirable;

• Experience of budgeting and controlling for a large volume project would be a significant asset;

• Computer literate with practical experience in Microsoft applications. 

• Excellent written and oral communication skills in English; knowledge of language(s) spoken in the project’s geographical area or that of a group of people that the project is supporting would be an advantage;

• Ability to establish and maintain effective working relations with people of different national, ethnic and cultural backgrounds;

• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.




Required competencies








Core values

  • Commitment: Actively contributes to achieving organizational goals
  • Diversity: Respects others and values their diverse perspectives and contributions
  • Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles
  • Accountability: Takes responsibility for own action and delegated work



Core competencies

  • Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization
  • Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment
  • Planning: Works towards the achievement of goals in a structured and measured manner
  • Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions
  • Initiative-taking: Proposes and initiates new ideas, activities and projects
  • Flexibility: Responds positively and effectively to changing circumstances



Managerial competencies (for positions with managerial responsibilities)

  • Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment
  • Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them
  • Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities




Remuneration Package








Monthly remuneration, subject to social security deductions, is approximately PLN 3,500. OSCE salaries are exempt from taxation in Poland.

Social security will include participation in the Cigna medical insurance scheme (current approximate deduction for a staff member is 45 Euro) and 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%. Other allowances and benefits are similar to those offered under the United Nations Common System for general services employees.

Appointments are made at step 1 of the applicable OSCE salary scale.




How To Apply








The OSCE retains the discretion to re-advertise 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 the OSCE on-line applications will be accepted and short-listed applicants contacted.

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

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see

No application fees or information with respect to bank account details are required by OSCE for our recruitment process. 

Please note that in the event of invitation for interview, the OSCE is unable to reimburse costs incurred.



You can not apply to this vacancy anymore.
Sorry, the application deadline for this vacancy has expired.