Administrative Assistant (G5)

Job Title                                  Administrative Assistant

Location                                  Belgrade

Organization Name                   OSCE Mission to Serbia

Grade                                       G5

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 in the duration of 1 (one) year, 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 (“ICC Allotment Project-Mission to Serbia”, ExB #2400891), currently expected to run until 31 July 2027.

The incumbent is assigned to the Finance Section of the Fund Administration Unit.   

Tasks and Responsibilities

Under the supervision of the National Finance Officer, the incumbent will be responsible for:

1. Assisting in co-ordination of all administrative aspects of the Mission’s portfolio of extrabudgetary projects (ExB) and providing technical support to project managers on ExB-related matters. Co-ordinating within the Mission and with the respective units in the OSCE Secretariat on clearance of ExB project proposals and pledge-related requests, and consulting to clarify the application of relevant policies and procedures;
2. Participating in the review of the Unified Budget (UB) and extra-budgetary (ExB) project proposals to ensure compliance of narrative and financial part with the Common Regulatory Management System (CRMS) and technical guidelines and to identify anomalies that arise between financial data and text. Assisting in co-ordination of audits and financial reviews of ExB projects and following up on findings;
3. Using ERP (Oracle/IRMA), initiating and following up on actions related to project registration and update, maintaining supplier database for all entities including physical persons, vendors and implementing partners, purchase of equipment, travel authorizations requests/claims and dealing with all related inquiries;
4. Assisting in preparation of regular and ad hoc budget and expenditure reports for senior management and for donors of ExB projects. Providing the necessary data analysis to ensure administrative oversight of project implementation and support results-based management, and making proposals for streamlining the Mission’s ExB administrative processes, operational procedures and workflows;
5. Maintaining an up-to-date filing system and databases related to administration of projects.

Necessary Qualifications

• Citizenship of or permanent residence in the Republic of Serbia;
• Completed secondary education. Formal training in office administration, accounting, project management, protocol, records management or similar will be considered an asset;
• Minimum four (4) years of working experience in office administration, of which at least one (1) year in an international environment;
• Thorough understanding of office procedures and administrative processes, preferably in a multicultural environment;
• Experience in project administration, providing support to managerial/professional staff and using administrative skills to assist in the execution of project development and implementation;
• Digital literacy and proficient use of Microsoft Office (Outlook, Word, Excel), internet. Experience with an ERP software would be considered an asset;
• Excellent oral and written communication skills in English and Serbian;
• Ability and willingness to work with people of different nationalities, cultural and religious backgrounds and diverse political views while maintaining impartiality and objectivity.
• Reference: v6ZH2ZrEuL5AACbqFRmQ4Kk4jNlt7EyHwYCSZvf6dBQ.

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

Remuneration Package

The incumbent will receive a fixed-term Letter of Appointment in the duration of 1 (one) year, which will be subject to satisfactory completion of a 6-month probationary period, and which will be renewable, subject to satisfactory performance, until the end of the Project. The Project is currently expected to run until 31 July 2027.

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

Monthly remuneration, subject to social security deductions, is approx. EUR 1,504.92. Social benefits will include participation in the Cigna medical insurance scheme and the OSCE Provident Fund.

How to Apply

Please apply electronically. 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 November 2024 should consider there will be no follow up to their application.

Contact Tel. bellow, 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.