30 May 2018
- 23:59 Central European Time (CET/CEST)
Date of entry on duty
1 July 2018
This vacancy is open only for persons with the citizenship of or permanent residence in the Republic of Serbia.
The OSCE Mission to Serbia’s Democratization Department is looking for a temporary Senior Administrative Assistant to replace a mission member on maternity leave.
Tasks and Responsibilities
Under the supervision of the Head of the Democratization Department, the temporary Senior Administrative Assistant will perform the following duties:
Assisting in the budget planning, preparation and monitoring by compiling the Department's Unified Budget (UB), collecting programme/activity inputs from the Democratisation Department's units, advising on expenditure estimates, and consulting with the Fund Administration Unit (FAU);
Assisting the Head of Department in keeping an overview of Unified Budget (UB) and extra-budgetary (ExB) project implementation and budget expenditure, organizing regular meetings with the Head of
Department and other sections to plan monthly activities, suggesting remedial action to the Head of Department, and following up on implementation of conclusions and decisions from those meetings;
Assisting the Head of Department in co-ordinating the Department's activities by keeping record of departmental activities and maintaining calendar of events;
Co-ordinating inputs for the Department's reporting requirements and clearing them with the Office of the Head of Mission; drafting reports and notes from meetings and events attended; drafting talking points and background information related to project/programme activities; drafting, formatting and/or editing correspondence to be signed by the Head of Department;
Organizing technical aspects of the implementation of projects and activities, as required by the Head of Department, i.e. arranging meetings, submitting administrative forms for travel etc., arranging transport through the Fund Administration Unit (FAU), booking venues for meetings etc., and provides logistical and programmatic support as necessary;
Acting as a training focal point for the Department, co-ordinating and participating in training in administrative and project implementation procedures;
Drafting and/or reviewing Implementing Partner Agreements (IPA), arranging for their clearance through FAU and the Office of the Head of Mission; and maintaining and updating a registry of the
Department's implementing partners and contacts;
Translating and proof-reading written documents and providing interpretation from English into Serbian and vice versa at official meetings;
Performing other duties as required.
Citizenship of or permanent residence in the Republic of Serbia;
Completed secondary education supplemented by formal studies or training in administration, social sciences or humanities;
Minimum six years of relevant working experience in general administration and/or project implementation, preferably in an international environment;
Knowledge of budgetary issues and procedures in the context of programme/project planning and implementation;
Office experience, including record keeping and processing of information;
Computer literate with practical experience in Microsoft packages;
Excellent oral and written communication skills in English and Serbian;
Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
Ability to establish and maintain effective working relations with people from different national and cultural backgrounds, whilst maintaining impartiality and objectivity.
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
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
The selected candidate will receive a short-term Letter of Appointment for a period starting on 1 July 2018 and ending on 30 December 2018, with a possibility of a further short extension.
Appointments are made at Step 1 of the applicable salary scale. Monthly remuneration, subject to social security deductions, is EUR 1,730.83. Social benefits will include participation in the Cigna medical insurance.
How To Apply
Please apply online through the OSCE website (https://jobs.osce.org) no later than 30 May 2018. 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 30 June 2018 should consider there will be no follow up to their application.
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.
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