Secretary and Records Management Assistant G5

Job Posting Organization:
The OSCE Presence in Albania is part of the Organization for security" style="border-bottom: 1px dotted #007bff !important;">Security and Co-operation in Europe (OSCE), which was established to promote peace, stability, and democracy in the region. The OSCE Presence in Albania provides executive leadership, strategic direction, and political coordination for the OSCE field operation in Albania. The organization is committed to fostering a diverse and inclusive workforce, encouraging candidates from various backgrounds to apply. The OSCE operates in multiple countries, focusing on security, human rights, and conflict prevention, with a mission to enhance cooperation among its participating states.

Job Overview:
The Secretary and Records Management Assistant will play a crucial role in supporting the Deputy Head of Presence (DHoP) and the Head of Presence by providing secretarial and clerical services. This position involves administrative support for meetings, briefings, and conferences, as well as acting as the focal point for Records Management in compliance with OSCE guidelines. The incumbent will work under general supervision, managing routine tasks independently while ensuring timely follow-up on administrative and operational processes. The role requires excellent organizational skills, attention to detail, and the ability to work collaboratively with diverse teams.

Duties and Responsibilities:
The incumbent will be responsible for maintaining the personal schedule of the DHoP, making appointments, and handling requests for official representation. They will arrange official dinners and travel, ensuring all necessary bookings and documentation are in order. The role includes checking and disseminating incoming mail, managing correspondence, and ensuring proper filing and registry of official communications. The assistant will also organize archives, manage records systems, and oversee the daily bookings of conference rooms. Additionally, they will act as Chair of the Bid Opening Board and perform related proceedings, ensuring compliance with established procedures and guidelines.

Required Qualifications:
Candidates must have completed secondary education, ideally supplemented by training in secretarial, office management, or document processing. A minimum of 5 years of relevant working experience, preferably with an international organization, is required. Experience in archiving, registry tasks, and administrative roles is essential. Candidates should demonstrate proficiency in Microsoft applications, possess strong planning and organizational skills, and have the ability to work effectively with individuals from diverse backgrounds.

Educational Background:
The position requires a high school diploma or equivalent (GED). Additional training in secretarial, office management, library, or document processing is highly desirable, as it enhances the candidate's ability to perform the required duties effectively.

Experience:
The ideal candidate should have at least 5 years of relevant work experience, particularly in administrative support roles within international organizations. Experience in records management and archiving is considered an asset, as is familiarity with general clerical tasks and office support functions.

Languages:
Excellent oral and written communication skills in both English and Albanian are mandatory for this position. Proficiency in additional languages may be considered an advantage, enhancing the candidate's ability to communicate effectively in a multicultural environment.

Additional Notes:
This position is a full-time, fixed-term contract at the G5 level within the OSCE's General Services. The remuneration package is approximately 1,333 EURO, subject to national social security deductions, and OSCE salaries are exempt from taxation. The appointment is normally made at Step 1 of the applicable salary scale, with the possibility of higher steps based on relevant experience. The OSCE does not reimburse expenses related to interviews or relocation, and candidates must undergo medical clearance prior to appointment. The mandatory retirement age for contracted positions is 65 years, and the organization emphasizes the importance of ethical conduct and integrity among its officials.