Organization for Security and Co-operation in Europe
The OSCE Mission to Montenegro is seeking for highly qualified, motivated and experienced candidates for the local position of Project Assistant (G5) to support the Security Co-operation and Governance Programme.
Under the direct supervision of the Security Co-operation and Governance (SCOG) Programme Manager, the Project Assistant independently co-ordinates and monitors support of the Unit’s programmatic activities, including Unified Budget (UB) and Extra Budgetary (ExB) projects. Furthermore, the incumbent acts as the main IRMA/ORACLE focal point for the SCOG Programme. The duties of the incumbent are distributed in the following areas: Programme co-ordination support; Administrative support; and Translation/Interpretation, as well as other duties as required. The incumbent contributes ideas and proposals for improvements of processes, structures and systems in his/her area of work.
Tasks and Responsibilities:
Programme Co-ordination Support :
- Co-ordinates and supports UB and ExB assigned projects, including: completes needs assessments in close communication with the national partners and relevant stakeholders; based on needs assessments, develops and drafts project proposals and accompanying project budgets; monitors the implementation of activities and assigned project budgets; produces implementation and expenditure reports for all SCOG programme projects;
- Co-ordinates and organizes project activities, including: meetings, conferences, specialised trainings, roundtables, workshops, seminars, campaigns and donation events;
- Under the guidance of the PM, establishes and maintains regular and efficient communication with senior and mid-level Government officials, representatives of national authorities, institutions, international and non-governmental organisations, relevant international and regional partners, as well as with consultants and experts operational in the security sector and governance reforms, in order to plan, deliver and co-ordinate project activities;
- Independently drafts reports and contributes to regular reporting, including: inputs for weekly schedule and Mission Calendar of Events; Secretary-General weekly Report; Mission Monthly Activity Report; Annual Report on Police-Related Activities; project progress report and final self-evaluation report for the assigned projects;
- Independently drafts and contributes to talking points in the respective area of responsibility, for the Programme Manager, Head of Mission and Deputy Head of Mission high-level meetings with government officials, including ministers and deputy ministers, police directors and heads of departments.
- Co-ordinates and organizes a wide range of administrative tasks required for organization of meetings, conferences, specialised trainings, roundtables, workshops, seminars, campaigns and donation events, specifically: drafts venue procurement terms of reference, drafts terms of reference for SSA consultants and experts, drafts event agendas, identifies and invites participants, organizes and monitors event logistics, processes payment of invoices for venues and SSA experts;
- Acts as primary the SCOG Programme’s IRMA/Oracle focal point, with responsibilities which include: raising purchase requisitions for all projects implemented by the SCOG Programme; receiving goods and services delivered for all the SCOG Programme activities; closing of purchase orders for the SCOG Programme purchase requisitions; Follows up on implementation of procurement requests and final payments with the Finance and Administration staff;
- Administers all the SCOG Programme activities with regards to organizing travel and purchasing tickets for travel of the SCOG staff, SSA experts and non-OSCE participants for all the SCOG events; processes Official Travel Authorizations and Travel Expense Claim Forms for the assigned projects, and for the other SCOG Programme projects as needed;
- Maintains archiving of all the SCOG Programme activities and projects on the designated computer drive, including: project proposals, budgets, official memos and other documents, event organization records, purchase orders, invoices, donation and implementing agreements, meeting minutes, reports, etc.
- Provides translation and proof-reading from English into Montenegrin and vice versa of all the SCOG Programme working and official correspondence and documents;
- Provides consecutive interpretation from English into Montenegrin and vice versa at all the SCOG Programme official meetings.
- Performs other duties as required
- Secondary school education supplemented by formal courses in administration, languages, accountancy, or project management;
- Minimum 4 years of the relevant work experience preferably with another international organisation or government agency;
- Thorough awareness of current political situation, police and judicial reform in Montenegro;
- Proven knowledge of project management, including planning, implementation, and reporting and evaluation;
- Experience in analytical, problem-solving and organisational activities. Ability to conduct research and collect information from a variety of sources, using different methods;
- Demonstrated ability to organize meetings, training workshops and other learning transfer events;
- Computer literate with practical experience with Microsoft applications;
- Excellent written and oral communication skills in English and local language;
- 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.
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