Project Assistant, part-time
Alert
Vacancy
Background
This is a part-time position. The initial contract will be for one year, renewable until the project ends. The expected duration of the project is until 2023 and the selected candidate should commit to being available for the duration of the project.
The OSCE has a comprehensive approach to security that encompasses politico-military, economic and environmental, and human aspects. It therefore addresses a wide range of security-related concerns, including arms control, confidence- and security-building measures, human rights, combating human trafficking, national minorities, democratization, policing strategies, counter-terrorism and economic and environmental activities. All 57 participating States enjoy equal status, and decisions are taken by consensus on a politically, but not legally binding basis.
The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. ODIHR’s activities are implemented in 57 participating States in accordance with ODIHR’s mandate. Among 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 “Support to Electoral Reforms in the Western Balkans”, which requires designated staff to plan and implement project activities between 2021 and 2023.
Tasks and Responsibilities
Under the direct supervision of the Project Co-ordinator (Elections) and in close coordination with the Spokesperson, Senior Press and Public Information Officer, the incumbent: assists in reaching out to media within the framework of the project, particularly in the Western Balkans; assists in the preparation and production of project publications and other information materials; and manages the distribution and storage of project publications. The incumbent performs the following functions for the project:
1. Assisting in reaching out to media within the framework of the project, particularly in the Western Balkans:
- Assisting the Public Affairs Unit (PAU) and the Project staff in the development of key overall messages and the oversight of the implementation of the project Communication and Visibility Plan. The communication and visibility of the action by ODIHR will be in close co-ordination with the OSCE Field Operations communication teams;
- Assisting PAU and the Project staff with drafting a project media strategy for the purpose of promoting the project activities;
- Acting as an interface with the international and Western Balkans media, in co-operation with the PAU and the Project Co-ordinator (Elections);
- Perusing Western Balkans media and briefs PAU and the Project Co-ordinator (Elections) on issues concerning the Office that are covered therein, while maintaining close contacts with relevant journalists and the media;
- Creating and maintaining a media database;
- Drafting press releases and news-items for project events;
2. Assisting in the preparation and production of project publications and other information materials, including:
- Assisting with the production of all project communication materials;
- Facilitating the development and dissemination of project promotional material, including ensuring that the project webpage is up-to-date;
- Designing or editing graphics for project social media pages, taking photos for the project web-page or publications, as required;
- Liaising with external contractors, such as printing houses, graphic designers, translators and other contractors;
- Providing information enabling the Procurement Unit (drafts Terms of References) to solicit bids and RFQs from service providers, such as printing houses, designers and translation agencies, in line with OSCE procurement procedures;
- Drafting contracts for all external contractors involved in the production of project-related publications, ODIHR information materials and other informational material;
- Traveling to the region, as required.
3. Managing the distribution and storage of project publications;
4. Performing other tasks as assigned.
For more detailed information on the structure and work of the OSCE Office for Democratic Institutions and Human Rights, please see https://www.osce.org/odihr.
Necessary Qualifications
- Completed secondary education;
- At least three years of secretarial/administrative experience;
- Experience working in publishing or media;
- Experience in maintaining data bases and filing systems;
- Computer literacy with practical experience with Microsoft applications;
- Excellent oral and written communication skills in English; knowledge of language(s) spoken in the project’s geographical area would be an advantage;
- Ability to work with people with different national, religious or 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 2,900. 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 56 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
If you wish to apply for this position, please use the OSCE's online application link found under https://jobs.osce.org/vacancies.
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 those applicants 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 http://www.osce.org/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.
Applicants should be aware that OSCE staff/mission members are international civil servants and may not accept instructions from any other authority. The OSCE is committed to applying the highest ethical standards in carrying out its mandate. The OSCE subscribes to the following core ethical standards or values: integrity, diversity, commitment and accountability.
Please be aware that the OSCE does not request payment at any stage of the application and review process.