Administrative Assistant (G3)

Vacancy No. SRM000083

Job Title                                   Administrative Assistant

Location                                   Belgrade

Organization Name                   OSCE Mission to Serbia

Grade                                       G3

Closing Date of application       31 March 2025

No. of Posts                              1

Background

The vacancy is open only for persons with the citizenship of or permanent residence in the Republic of Serbia.

This is an extra-budgetary position subject to the availability of funds. The incumbent will receive a Fixed-term Letter of Appointment, which will be subject to satisfactory completion of a 6-month probationary period. A further extension is subject to satisfactory performance and the availability of funds, until the end of the Project (“Strengthening the Republic of Serbia's National Capacities on Cybersecurity”, ExB 2400908), currently expected to run until 31 December 2025.

The incumbent will work in the OSCE Mission to Serbia’s Organized Crime Unit of the Security Co-operation Department.   

Tasks and Responsibilities

Under the supervision of the Senior Organised Crime Advisor, the incumbent is responsible for:

1. Drafting routine e-mail correspondence (both on administrative and project matters), keeping track of pending matters, flagging deadlines and bringing urgent and important items to the attention of the supervisor;
2. Responding to basic information requests and inquiries as necessary, as well as referring queries to appropriate personnel for handling;
3. Assisting the project staff in organising the logistics for meetings and preparing the necessary background documents and agendas; liaising with counterparts on attendance; assisting in the preparation of presentation material; reserving meeting rooms and taking notes at meetings, if required;
4. Initiating and following up on actions related to recruitment of consultants, training activities, payments, travel authorisation requests/claims, transport requests and maintaining an up-to-date filing system (both paper and electronic);
5. Performing general administrative tasks, such as arrangements for meetings, workshops, seminars and other events, reservations, research for information and reference material; preparing requests/documents, e.g. requisitions, travel requests/authorisations, expenditure authorisations; putting in place the necessary IT equipment and assisting in its operation for online or hybrid events;
6. Translating written documents, such as talking points, agendas and presentation material for the project activities; translating at meetings with external interlocutors on a need basis.

Necessary Qualifications

• Citizenship of or permanent residence in the Republic of Serbia;
• Excellent oral and written communication skills in English and Serbian;
• Demonstrated gender awareness and sensitivity, as well as the ability to integrate a gender perspective into tasks and activities;
• Ability and willingness to work with people of different nationalities, cultural and religious backgrounds and diverse political views while maintaining impartiality and objectivity.
• Completed secondary education, supplemented by formal training in office/project administration, records management, protocol or similar;
• Minimum three (3) years of working experience in project administration and/or office administration, preferably in an international organization, or two (2) years of experience in case of possession of a first-level university degree;
• Thorough understanding of office procedures and practices;
• Good understanding of project administration will be considered an asset;
• Ability to conduct research and collect information from a variety of sources;
• Digital literacy and proficient use of Microsoft Office (Outlook, Word, Excel) and the Internet;
• Experience with ERP software will be considered an asset;
• Reference: yE9G_wtJxEl2cEI_4clOTZMgkeyQlxbshDBc8NO3TxA.

Candidates are encouraged to familiarize themselves with the OSCE core values and competencies by studying the OSCE Competency Model available at: www.jobs.osce.org/resources/document/our-competency-model.

Remuneration Package

The incumbent will receive a fixed-term Letter of Appointment until 31 December 2025, which will be subject to satisfactory completion of a 6-month probationary period. A further extension is subject to satisfactory performance and the availability of funds, until the end of the Project. The Project is currently expected to run until 31 December 2025.

Appointments are normally made at Step 1 of the applicable salary scales.

Monthly remuneration, subject to social security deductions, is approx. EUR 1,147.42. Social benefits will include participation in the Cigna medical insurance scheme and the OSCE Provident Fund.

How to Apply

Please apply online no later than 31.03.2025. 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 31 May 2025 should consider there will be no follow up to their application.

Please be aware that OSCE appointments are subject to medical clearance.

*Candidates that are interviewed and found suitable in the recruitment process for this vacancy notice will be placed on a roster of suitable candidates (valid for three years) for fixed-term posts, should a suitable opportunity arise.

Contact Tel. No. ext.: 4133, 4157 or 4127 (Human Resources Office)

The OSCE is committed to achieving a better balance of women and men within the Organization.

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.