Project Assistant (G5)

Vacancy No. SRM000087

Job Title Project Assistant

Location Belgrade

Organization Name OSCE Mission to Serbia

Grade G5

Closing Date of application 1 May 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 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 (“Consolidating the democratization process in the security sector” (phase VI), ExB 2400948), currently expected to run until 31 October 2027.

The incumbent is assigned to the Democratic Governance Section within the OSCE Mission to Serbia’s Democratization Department.

Tasks and Responsibilities

Under the supervision of the National Project Officer, the incumbent supports the delivery of project activities by performing a range of administrative and organizational tasks. Specifically, the incumbent will be responsible for:

1. Planning and providing proactive and timely support to a wide range of tasks, primarily related to the preparation and implementation of project activities, while also contributing to the broader operational needs of the Section/Department, as required; organizing capacity development workshops, conferences, training seminars, study visits, and other project activities; managing administrative aspects of these tasks, including monitoring the expenditure of project funds for specific activities, estimating costs for individual activities, and proposing budgetary and/or expenditure adjustments to the supervisor;
2. Performing tasks related to implementation of project activities with implementing partners from civil society, including monitoring of the execution of small-scale projects conducted in partnership with civil society organizations and assisting in the review and evaluation of reports submitted by implementing partners;
3. Preparing terms of reference for recruitment of consultants and initiating relevant hiring procedures; monitoring consultants’ performance to ensure compliance with agreed objectives and overseeing the submission of their deliverables;
4. Preparing terms of reference for services to be provided by external service providers and initiating relevant procurement procedures; ensuring the timely and efficient delivery of services by monitoring progress and compliance with agreed terms;
5. Performing all administrative tasks such as schedules and arrangements for meetings and other events; preparing requests/documents, e.g. requisitions, travel requests/authorizations, expenditure authorizations, etc.; maintaining an organized project filing system and drafting accurate and comprehensive meeting minutes, sections of project reports and concept notes; providing consecutive interpretation at meetings and other events (Serbian-English-Serbian);
6. Performing computer-based searches to gather and organize information necessary for project activities and events (collating, selecting, and interpreting relevant data, assisting in the preparation of reports, papers, and presentations by extracting and summarizing statistics).

Necessary Qualifications

• Citizenship of or permanent residence in the Republic of Serbia;
• Minimum five (5) years of working experience in project planning, implementation and reporting, preferably in an international, governmental or civil society context;
• Familiarity with security sector governance, democratization, public policy development, civil society or related field will be considered an asset;
• Ability to conduct research and collect information from a variety of sources;
• Excellent oral and written communication skills in English and Serbian;
• Digital literacy and proficient use of Microsoft Office (Outlook, Word, Excel and PowerPoint), internet. Experience with an ERP software is an asset;
• Ability and willingness to work with people of different cultural, national and religious backgrounds;
• Demonstrated gender awareness and sensitivity, as well as ability to integrate a gender perspective into tasks and activities.
• Completed secondary education, supplemented by specialized training or formal studies in business administration, project management, social studies, humanities or law;
• Reference: yGLlkYKpJAvp6TuFegBf0c2A7NBpAaS2Dxa680F65Lk.

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 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 October 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 online no later than 01.05.2025.. 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 30 June 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.