Project Assistant Organization for Security and Co-operation in Europe Experience: 0 to 3 Years Vienna, Austria Apply By: 31-03-2025

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Description

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The Special Representative and Co-ordinator for Combating Trafficking in Human Beings (SR/CTHB) represents the OSCE at the political level on anti-trafficking issues. The Office of the SR/CTHB assists OSCE participating States in the implementation of commitments and full usage of recommendations set forth in the OSCE Action Plan to Combat Trafficking in Human Beings. The Office provides a co-ordinating function among OSCE structures and institutions involved in combating trafficking in human beings (CTHB) with a focus on the following activities: enhancing the awareness and understanding of THB across the OSCE region; policy planning and advocacy especially in the area of emerging trends of THB and effective approaches to combating THB; and direct assistance to participating States in practical and technical areas, at their request

Tasks and Responsibilities:

The Project Assistant provides administrative and, where relevant, substantive support in implementing project activities to fulfil supply chain obligations outlined in MC Decision No. 6/17 ‘Strengthening Efforts to Prevent Trafficking in Human Beings’, including organizing awareness-raising and capacity-building events, supporting process delivery, the development and maintenance of databases of information, and providing project administration support.

Under the direct supervision of the Senior Adviser, the successful candidate will be tasked with the following duties: 

• Drafting and Formatting Documents and Reports: Preparing and designing routine and non-routine correspondence in a professional manner (both on administrative and substantive project matters), working documents, and background material pertaining to project activities, including concept notes, project reports, minutes and briefing papers. Ensuring documents are in appropriate style, language, and format. Proofreading and editing texts for accuracy, grammar, punctuation, and style;
• Facilitating Project Activities: Assisting the Senior Adviser in coordinating, planning, preparing, and implementing events such as meetings, trainings, workshops, roundtables, and conferences. This includes handling all necessary administrative and logistical arrangements, consolidating and distributing inputs, drafting terms of reference, minutes and reports, preparing communications material to support the visibility of the project, attending and taking notes during events, and liaising with relevant internal and external stakeholders before and after the events;
• Administrative Support: Scheduling and arranging meetings and events, maintaining the team calendar, maintaining and updating project files ensuring consistency and adherence to naming conventions, making reservations, budget monitoring, and conducting research for information and reference materials. Preparing requests/documents such as requisitions, travel requests/authorizations, expenditure authorizations, visa applications, Special Service Agreements (SSA), etc. The administrative support extents to the project’s role as Secretariat to the UN Task Force for combating trafficking and forced labour in supply chains;
• Utilizing ERP System: Following up on actions related to requisitions, recruitment of consultants, training, purchase of services and goods, payments, travel authorization requests/claims and dealing with all related inquiries;
• Monitoring Project Progress and Budget: Keeping track of pending matters and deadlines, as well as project budget and expenditure for specific project outcomes, outputs, and activities. Providing estimates of costs for individual activities and proposing budgetary adjustments to supervisor as needed;
• Information Management and Research: Conducting computer-based searches, collating and interpreting information necessary for project activities and events. Assisting in the preparation of papers and presentations by extracting/summarizing statistics and relevant information, proofreading and translation where needed;
• Performing other relevant duties as assigned.

Necessary Qualifications:

• Completed secondary education, with additional formal training in administration, finance, procurement, programme or project management;
• A minimum of five years of relevant work experience in the fields of administration or project management, preferably in an international environment; a university degree in a relevant field may be considered as a substitute for up to two years of working experience only to determine eligibility;
• Experience in project cycle management and procedures for preparation and implementation of projects, preferably in international organisations;
• Experience in supporting extra-budgetary reporting requirements, donor reporting standards, CRMS and Oracle application. Experience with vetting systems, such as Leahy;
• Demonstrated ability to effectively manage tasks under time pressure and meet tight deadlines, including a willingness to adjust working hours during peak project periods and accommodate duty travel requirements;
• Proactive approach to communication, ensuring timely and effective interaction with team members and stakeholders;
• Professional fluency in English with excellent communication (both oral and written) skills; good oral and written communication skills in another official OSCE language would be an asset; 
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
• Ability and willingness to work as a member of team, with people of different cultural, and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity;
• Computer literacy with practical experience with Microsoft Office applications. Experience with social media and/or design platforms (e.g., Canva) is desirable.

Source: https://vacancies.osce.org/jobs/project-assistant-g5-3878

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