Project Assistant (G5)

Background:

The work of the Programme Office in Bishkek focuses on a range of security issues, from countering terrorism, border security and transnational threats such as human trafficking, to developing the country’s regions, strengthening efforts to combat corruption on all levels, as well as supporting the reform of the justice sector, implementation of election reform, gender equality and building open and resilient societies.

The post is located in the Politico-Military Department (PMD) within the OSCE Programme Office in Bishkek (POiB). It is a fixed-term post within the unit of Counterterrorism.

Main Purpose:

1. To provide administrative and, where relevant, substantive support in implementing project activities within Counter-Terrorism unit of Politico-Military Department (PMD) and the project “Providing Support for Enhancing Cybersecurity, Countering Terrorism and Preventing Violent Extremism and Radicalization that Lead to Terrorism (VERLT)”. This includes support in organizing awareness-raising and capacity-building events, supporting the implementation of project activities, developing and maintaining information databases, and providing relevant project administration support.
2. Working under general supervision, the Project Assistant provides technical support and facilitates process delivery in project administration by performing tasks of substantial variety and complexity that require the selection, interpretation and assembly of information and data from various sources in examining problems for which several possible solutions exist, but which are normally covered by general practice. The incumbent serves as a resource to other project staff in project administration matters.

Work Relationships:

1. The Project Assistant reports to the National Counterterrorism Officer, while the Head of PMD acts as the second-level supervisor.
2. Internal contacts are mainly with the project implementation team, Fund Administration Unit (FAU), PMD and other departments and units of the POiB to obtain and clarify information related to project administration and to obtain approval of project documents, correspondence and expenditure, as well as to make administrative arrangements for the implementation of project activities. External contacts are mainly with national partners and project beneficiaries – representatives of the Coordination Centre on Cybersecurity of the State Committee for National Security (CCCS SCNS), Anti-Terrorist Centre of the SCNS, other national authorities and stakeholders, to answer queries to project activities and to make administrative arrangements for the implementation of project activities.

Tasks and Responsibilities:

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

1. Collect, register, report and maintain information on project activities by reviewing reports and establishing and maintaining liaison with partners for implementation; follow up on all aspects of the project, including project formulation and provision of functional support to project implementation; in coordination with partners for implementation assesses program implementation and other related issues; report regularly to the NCTO, prepare various written outputs, draft background and briefing papers;
2. Assist in the development and implementation of project activities by liaising with counterparts and facilitating their participation; drafting terms of reference for the employment of consultants and implementing partners; monitoring the implementation of activities and submission of reports by the implementing partners and consultants;
3. Prepare project/programme reports, activities and budget requirements for the planning of Unified Budget; plan, coordinate and develop project budgets in close cooperation with Fund Administration Unit (FAU) in the Programme Office; follow up and keep records on project expenditures and overall financial status; prepare Purchase Requests and Purchase Orders, receive funds from FAU for project activities, prepare and submit a financial report for the project expenditures;

4. Perform all administrative tasks such as schedules and arrangements for meetings and other events, reservations, budget follow-up, research for information and reference material, as well as preparing requests/documents, e.g., raising procurement requests in Enterprise Resource Planning, travel requests/authorizations, expenditure authorizations, visa applications, etc.;

5. Support preparation and execution of programmatic events, such as trainings, exchange programmes, conferences and seminars, as well as official and donor visits within the project;

6. Compile general background information from available sources for the assigned sector or area; design and draft supporting flow charts, schedules, graphs and tables; maintain institutional memories or other documentation systems to record programme and project history and ongoing activities;  

7. Provide inputs for all reporting exercises (regular and ad hoc), drafts and notes for the supervisor on specific issues and topics as and when requested; provide accurate interpretation and translation when necessary; receive visitors and respond to routine requests for information;  

8. Perform other tasks in line with the requirements of the project plan.

For more detailed information on the structure and work of the OSCE Programme Office in Bishkek, please see: https://www.osce.org/ru/programm-office-in-bishkek.

Necessary Qualifications:

• Completed secondary education, supplemented by specialized training or formal studies in social sciences, business administration, management, or other relevant fields;
• Minimum four (4) years of working experience in project management and/or administration, part of which should preferably have been in an international organization; 
• Experience in project planning, implementation and reporting;
• Ability to conduct research and collect information from a variety of sources;
• Experience in organizing official visits, conferences, seminars and/or training events;
• Established organizational, communication and interpersonal skills;
• Excellent oral and written communication skills in English and local languages (Russian/Kyrgyz);
• 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;
• Proficient use of Microsoft Office (Outlook, Word, Excel and PowerPoint) and Internet.

Remuneration Package:

Monthly remuneration, subject to social security deductions is 899.67 Euro/month. Social benefits will include Organization for Security and Co-operation in Europe participation in the Cigna medical insurance scheme and the OSCE Provident Fund.
Appointments are normally made at step 1 of the applicable OSCE salary scale. At the discretion of the appointing authority a higher step may be approved up to a maximum of step 3 subject to specific conditions.

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.

The mandatory retirement age at the OSCE is 65 years for contracted positions at the general service, professional and director level. The Organization shall apply an age limit of 63 years at the time of appointment as the incumbent selected is normally expected to carry out the contractual obligation of two years.