Programme Assistant

Background:

The Programme Co-ordination Unit (PCU) is part of the Office of the Head of Presence. The PCU works across the OSCE Presence in Albania (the Presence) to co-ordinate programmes and projects according to the OSCE planning and budgeting cycle. It reviews documents to ensure quality, alignment with the Mandate, and coherence with wider programming and project work. It actively advises the Head and Deputy Head of Presence, and all the staff on the development, design, and implementation of all programming. It leads the Presence’s programme and project monitoring and evaluation. It also develops and maintains contacts with the international and donor community in Albania.

Tasks and Responsibilities:

Under the overall supervision of the Head of Programme Co-ordination, the successful candidate will be tasked with the following duties:

1- Pursues the implementation of Standard Operating Procedures for project preparation, project changes and reporting, carrying out the logistical and administrative tasks by monitoring the timely submission of project proposals, interim and final reports and other related documents, including terms of reference for the employment of consultants and implementing partners for PCU review, the submission to donors of project progress and evaluation reports and briefing papers by keeping track of deadlines and updating the calendar; supports the organization of monitoring, evaluation and other ad hoc meetings, taking notes and preparing reports of the meetings, and following up on tracking the implementation of recommendations and points for action; performs different administrative, logistic duties and co-ordination tasks according to instructions.

2- Maintains projects’ records as per the Presence and OSCE record management systems. In this regard, follows up on the submission and review of the MoVs and projects’ deliverables, making sure that project files and folders are up to date. Maintains updated donors’ and projects’ databases, contact lists, implementing partners related information, PCU work calendar and tracking tools etc.

3- Gathers data and information from the Presence’s projects and other relevant documents for the purpose of the preparation of working documents and background material pertaining to the issues addressed throughout the project management cycle, including correspondence, presentations, concept notes, briefing papers as well as project inputs for periodic activity reports.

4- Collaborates with Programmatic Departments to collect project data on cross-cutting issues integrated in project documents with a particular emphasis on project proposals and final evaluation reports, tracking the themes, compiling and synthetizing the information; assists with the organization of activities related to the implementation of cross-cutting issues, arranging and scheduling the meetings, taking notes and sharing documents and resources.

5- Organizes administrative and logistical requirements for events (trainings, workshops, seminars, conferences and meetings), using ERP, initiating and following up on actions related to requisitions, purchase of services and goods, payments, and dealing with all related inquiries, including arranging and scheduling events, preparing agendas and other documentation for approval by the supervisor, putting in place ICT and other equipment, stationery, refreshments etc., travel planning such as arrangement of accommodation (through submission of travel request/authorization) and transport requirements, organization and technical facilitation of online events, and maintenance of communication with all event participants and the relevant administrative offices.

6- Assists Head of Programme Co-ordination in liaising internally within the Presence and with international, regional and national governmental and non-governmental institutions with the purpose of collecting, mapping and sharing information on priorities, strategies, programming, funding opportunities and legal and financial procedures, as well as encouraging the co-ordination of activities, increasing the visibility of the Extra-budgetary projects of the Presence in Albania and reaching out with potential donors.

Necessary Qualifications:

Education:

Completed secondary education, as well as specialized training in project management, business administration, office organization, economics, political sciences, law, languages

Experience and knowledge/skills

A minimum of 3 years of working experience in project planning, implementation and reporting or in clerical; secretarial; administrative functions preferably in an international working-environment. Computer literate with practical experience in Microsoft Office applications

• Professional fluency in English with excellent communication (both oral and written) skills.
• 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.
• Computer literate with practical experience using Microsoft applications.

Remuneration Package:

According to the fixed term OSCE salary scale, the remuneration is approximately 1192.83 EURO Gross, subject to National Social Security deductions. 

OSCE salaries are exempt from taxation. Appointments are normally made at step 1 of the applicable OSCE salary scale.

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.