Office Assistant

Job Posting Organization:
The OSCE Mission to Skopje is the longest-serving field operation of the Organization for security" style="border-bottom: 1px dotted #007bff !important;">Security and Co-operation in Europe (OSCE). Established to support host authorities in fulfilling OSCE commitments, the mission focuses on various critical areas including social cohesion, fundamental rights, gender equality, rule of law, good governance, integrity, anti-corruption, criminal justice, and police reform. The mission is currently engaged in an extra-budgetary project aimed at assisting the National Authorities of the Republic of North Macedonia in reducing the risk of weapon proliferation and misuse of small arms and light weapons (SALW). This project is designed to enhance the capabilities of the Ministry of Internal Affairs and other governmental organizations in preventing, detecting, analyzing, and investigating issues related to SALW. The OSCE Mission to Skopje operates with a commitment to fostering security and stability in the region, and it employs a diverse team of professionals dedicated to achieving these goals.

Job Overview:
The Office Assistant will play a crucial role in supporting the implementation of the SALW project by providing essential office administration assistance. This position requires a proactive individual who can effectively manage various administrative tasks to ensure smooth project operations. The Office Assistant will work closely under the supervision of the Project Coordinator, contributing to the organization of project activities and facilitating process delivery. Key functions include scheduling appointments, drafting routine correspondence, and performing clerical tasks that are vital for the project's success. The role demands a high level of organization, attention to detail, and the ability to handle multiple tasks efficiently. The Office Assistant will also be responsible for maintaining communication with various stakeholders, ensuring that all project-related documentation is accurate and up-to-date, and supporting the overall administrative needs of the project team.

Duties and Responsibilities:
The Office Assistant will be responsible for a wide range of duties, including but not limited to:

• Receiving and recording all incoming and outgoing correspondence and mail, ensuring that pending matters are tracked and deadlines are flagged for the supervisor's attention.
• Screening phone calls and visitors, responding to basic information requests, and referring queries to appropriate personnel as necessary.
• Drafting routine correspondence based on instructions and adhering to standard templates and practices.
• Maintaining the supervisor’s daily schedule of appointments, organizing logistics for meetings, preparing necessary background documents and agendas, and arranging IT equipment for online or hybrid events.
• Assisting in making arrangements for the engagement of consultants, preparing travel authorizations, and supporting documentation, as well as completing final activity reports and travel claim forms.
• Performing general administrative tasks such as ordering office supplies, following up on budget queries, making reservations, assisting with documentation for purchase requisitions, and organizing requests for formal editing, translation, layout, graphic design, and printing services.
• Maintaining an up-to-date filing system, both hard copy and electronic, and performing other project-related duties as requested by the Project Coordinator.

Required Qualifications:
Candidates must possess citizenship or permanent residence in the Republic of North Macedonia. A completed secondary education is required, and training in office administration, project management, protocol, records management, or similar fields would be considered an asset. A minimum of three years of working experience in office administration is essential, along with a good understanding of office procedures and practices, preferably in a multicultural environment. Experience in providing support to managerial or professional staff and utilizing administrative skills is necessary. Candidates should demonstrate digital literacy and proficiency in Microsoft Office applications (Outlook, Word, Excel) and the Internet. Familiarity with ERP software is an additional asset. Excellent spoken and written communication skills in English and local languages are mandatory, along with the ability to work effectively with individuals from diverse nationalities, religions, and cultural backgrounds. A demonstrated awareness of gender issues and sensitivity, as well as the ability to integrate a gender perspective into tasks and activities, is also required.

Educational Background:
The position requires a high school diploma or equivalent (GED). Candidates with additional training or certifications in office administration, project management, or related fields will have an advantage. The educational background should reflect a solid foundation in administrative practices and procedures, which is critical for the effective execution of the Office Assistant's responsibilities.

Experience:
Candidates should have a minimum of three years of relevant working experience in office administration. This experience should ideally include roles that required a high level of organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously. Experience in a multicultural environment or in support roles for managerial or professional staff will be particularly beneficial.

Languages:
Proficiency in both spoken and written English is mandatory, as well as fluency in local languages. Candidates who possess additional language skills may have an advantage, particularly if those languages are relevant to the OSCE's operational context.

Additional Notes:
The position is a fixed-term contract with a duration of 12 months, subject to extension based on the availability of extra-budgetary funding. The maximum duration of the project is anticipated to extend until December 202

• The role is classified at the General Services level (G3) and is a full-time position. The monthly remuneration is approximately EUR 1,150.33, subject to social security deductions. Social benefits include participation in Cigna medical insurance and the OSCE Provident Fund. The OSCE is committed to diversity and inclusion within its workforce and encourages qualified candidates from all backgrounds to apply. Candidates should be aware that OSCE officials are expected to conduct themselves in a manner befitting their status as international civil servants, maintaining integrity and impartiality in their roles.