Administrative Assistant, Podgorica, Montenegro

Organization: Organization for Security and Co-operation in Europe (OSCE)

Country: Montenegro

City: Podgorica, Montenegro

Office: OSCE Podgorica, Montenegro

Closing date: Tuesday, 9 March 2021

The majority of positions in OSCE field operations are filled by secondment, which means that individuals are nominated by their respective OSCE participating State. In addition, a limited number of seconded positions are available at the OSCE Secretariat and the institutions.

Issued by

OSCE Mission to Montenegro

Vacancy number VNMNGG000202 Vacancy type Local Contracted Field of expertise General Administration Grade G5 Number of posts 1 Duty station Podgorica Date of issue 10 February 2021 Deadline for application 9 March 2021 - 23:59 Central European Time (CET/CEST) Date of entry on duty 3 May 2021

Background

OSCE Mission to Montenegro is seeking for highly qualified, motivated and experienced candidates for the position of Administrative Assistant (GS5) to support the Security Co-operation and Governance Programme in the implementation process of the "Mitigation of Safety and Security Risks related to SALW/SCA in Montenegro" Extra-budgetary (ExB) Project. Please note that this vacancy is open to the nationals, or holders of permanent residence permit, of Montenegro.

This is a temporary appointment limited to the duration of the SALW/SCA ExB Project activities that is scheduled to end in year 2023. The initial contract will be issued for the standard period of time and extended subject to completion of the probationary period. Any following extension of the contract is subject to availability of the SALW/SCA ExB Project funds and satisfactory performance.

Tasks and Responsibilities

The incumbent will be assigned to the Fund Administration Unit of the OSCE Mission to Montenegro and, under the direct supervision of Chief of Fund Administration (CFA), will conduct procurement, human resources, and other administrative tasks related to the "Mitigation of Safety and Security Risks related to SALW/SCA in Montenegro" ExB Project.

1. Procurement:

a) Conducts market research. prepares the ITB, RFQ, RFP documents and prequalification notices, collects the specifications, terms of references, scope of works, prepares solicitation documents, participates in bids openings and in the administrative and financial part of the evaluations for project-related purchase;
b) Administers issuance of tenders for locally or internationally purchased items related to the project, coordinates major purchase. Prepares comparative tables to analyse bids. Monitors vendor’s performance; follows up on deliveries and conformity with purchase orders;
c) Assistance in coordinating and controlling aspects of the procurement process of goods and services - prepares POs, contracts and contract administration related to the project: d) Reviews purchase requests to check whether they are complete; are within the allocated budget; contain detailed technical specifications and quote realistic delivery deadlines;
e) Assists in updating of the Mission’s supplier database;
f) Collects information for the preparation of technical and legal contracts. Interviews suppliers to assess the ability to meet the organization’s specifications for performance, price and delivery of goods, services and civil works, obtains terms of purchase;
g) Ensures accuracy and correctness of standards in accordance with OSCE Procurement Rules and Regulations.

2. Human Resources:

h) Assisting in preparation, editing, updating and issuing Vacancy Notices (VNs) in the ORACLE-based recruitment management system as well as in the OSCE official website;
i) Assisting the Mission’s Human Resources team with pre-screening and evaluation of applicants, preparation of interview packages, setting up interviews, administering written tests, acting as interview secretary, liaising with parties involved to co-ordinate relevant data, obtaining and providing necessary background information on candidates, preparing recruitment statistics and assisting in production of final Selection Reports, upon vacancies closure updating records of the applicants in the ORACLE-based human resources information management system, preparing files for archiving to the Mission’s Recruitment Archive;
j) Reviewing Project SSA related Terms of Reference (ToR) for accuracy and consistency, as well as compliance with the respective SI#23 and the Mission’s Staff Circular #1 on Special Service Agreements (SSA) Administration. Providing recommendations for correction and update of the ToR documents to the project staff;
k) Upon identification of the Expert/Consultant or acceptance of the offer by the identified specialist from the Mission’s Roster, creating Purchase Order (PO) document as well as compiling respective SSA package;
l) Assisting the Mission’s Human Resources team in preparation of the Project’s necessary HR/Payroll/Recruitment related documents;
m) Following up on collection of all the compulsory paperwork, with final approval from the management where necessary, for the proper maintenance of the Project’s HR/Recruitment related archive.

3. Administration or Travel:

n) Maintaining records of the official travels within and outside the Mission Area for project personnel. Reviews the Official Travel Authorization (OTA) forms for accuracy and correctness before approving for further processing, by ensuring that travel arrangements are made in accordance with the OSCE Rules and Regulations and Administrative Instructions;
o) Creating Purchase Orders for tickets, DSAs, and TAs;
p) Following-up on with Project Assistant and Finance Unit on prepayments and submission of final Travel Expenses Claim (TEC) forms for settling travel entitlements;
q) Arranges local transportation for project personnel.

4. Other:

r) Performs other duties as required.

Necessary Qualifications

Completion of secondary education supplemented by formal courses or training in Administration, Procurement, Human Resources or other related fields;
Minimum 4 years of the relevant work experience in procurement and human resources, or finance, preferably with an international organization;
Experience producing background reports, conducting independent researches;
Tags administrative assistant gender perspective human resources market research oracle procurement project personnel safety and security salw

Computer literate with practical experience in Microsoft applications;
Knowledge of the ORACLE computerized system would be an asset;
Excellent written and spoken communication skills in English and local language;
Ability to work with people of different nationalities, religions and cultural backgrounds;
Demonstrated gender awareness and sensitivity, and ability to integrate a gender perspective into tasks;
Holding valid driving licence.

Remuneration Package

Monthly remuneration, subject to social security deductions, is EUR 1,284.33. Social benefits will include participation in the Cigna medical insurance scheme 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.

How To Apply

For more details please visit the OSCE website employment section at https://jobs.osce.org/vacancies. All qualified applicants are strongly encouraged to apply online, using the OSCE online application link.

This position is open to citizens and permanent residents of Montenegro only.

Please note that applications received after the deadline, submitted in different formats than the OSCE Application Form or in other languages than the English language will not be considered.

The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious, ethnic and social backgrounds to apply to become a part of the organization.

The OSCE retains the discretion to re-advertise 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.

Please be aware that the OSCE does not request payment at any stage of the application and review process.