Office Assistant (ExB, G3)
Organization for Security and Co-operation in Europe (OSCE)
G3 General Support Full-time Locallly Recruited Background:
OSCE field operations are the front line of the OSCE’s engagement on the ground, supporting host authorities in fulfilling OSCE commitments and implementing a comprehensive approach to security. The OSCE Mission to Skopje is the Organization's longest-serving field operation working on social cohesion, fundamental rights, gender equality, the rule of law, good governance, integrity and anticorruption, criminal justice, and police reform.
The Mission is implementing the Extra-budgetary project “Assisting the National Authorities of the Republic of North Macedonia to Decrease the Risk of Weapon Proliferation and Misuse of Small Arms and Light Weapons (SALW)”. The Project aims to assist the Republic of North Macedonia to reduce the risk of weapon proliferation and misuse of SALW in the country through increasing the prevention, detection, analysis and investigative capacity of the Ministry of Internal Affairs (MoIA) and other Governmental Organisations.
For the needs of the SALW project, the Mission is looking to hire an Office Assistant.
Due to the extra-budgetary (ExB) nature of the project, the initial contract duration will be 12 months, with possible further extension subject to the availability of extra-budgetary funding. The maximum foreseen project duration is until December 2027.
Tasks and Responsibilities:
Under the close supervision of the Project Coordinator, the Office Assistant will be responsible to provide office administration assistance in implementing project activities, including assistance in the organization of project activities and supporting process delivery through scheduling appointments, drafting routine correspondence, and performing a variety of clerical tasks. The role requires practical demonstration of skills such as formatting, drafting, and collating tables and presentations, compiling, organizing, structuring, and/or verifying data from various sources, as well as drafting routine correspondence, responding to queries, and providing office management assistance.
More specifically, the incumbent will be responsible for:
1. Receiving and recording all incoming and outgoing correspondence and mail, keeping track of pending matters, flagging deadlines, and bringing urgent and important items to the attention of the supervisor.
2. Screening phone calls and visitors; responding to basic information requests and inquiries as necessary, as well as referring queries to appropriate personnel for handling.
3. Drafting routine correspondence on the basis of instructions and in accordance with standard patterns, templates, and practices.
4. Maintaining the supervisor’s daily schedule of appointments; assisting in organizing the logistics for meetings and preparing the necessary background documents and agendas, as well as arranging IT equipment for online or hybrid events; liaising with counterparts on attendance; assisting in the preparation of presentation material; reserving meeting rooms and taking notes at meetings, if required.
5. Assisting in making necessary arrangements for the engagement of consultants and any associated travel, preparing travel authorizations and supporting documentation, and assisting in completing final activity reports and travel claim forms.
6. Performing general administrative tasks such as ordering office supplies, following up on budget queries, making various reservations as required, assisting with the documentation for purchase requisitions, researching for information and reference material, organizing requests for formal editing, translation, layout, graphic design and arranging for printing services as well as the publication of documents, if and when necessary; maintaining an up-to-date filing system (hard copy and electronic)..
7. Performing other project-related duties as requested by the Project Coordinator.
For more detailed information on the structure and work of the OSCE Mission to Skopje, please see https://skopje.osce.org/
Necessary Qualifications:
Citizenship of or permanent residence in the Republic of North Macedonia;
Completed secondary education;
Training in office administration, project management, protocol, records management or similar would be an asset;
Minimum three (3) years of working experience in office administration;
Good understanding of office procedures and practices, preferably in a multicultural environment;
Experience in providing support to managerial/professional staff and using administrative skills;
Digital literacy and proficient use of Microsoft Office (Outlook, Word, Excel) and the Internet; Experience with ERP software is an asset;
Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.
Remuneration Package:
Monthly remuneration, subject to social security deductions, is approximately EUR 1,150.33.
Social benefits will include participation in the Cigna medical insurance and the OSCE Provident Fund.
Appointments are normally made at Step 1 of the applicable OSCE salary scale. At the discretion of the Appointing Authority a higher step may be approved up to a maximum of step 3, subject to specific conditions.
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.
Candidates 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. The placement on a roster does not guarantee a future appointment or assignment.
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 OSCE appointments are subject to medical clearance.
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.
Please be aware that the OSCE does not request payment at any stage of the application and review process.
