Project Administrative Assistant

İşin təsviri

Vacancy VNAZEG00151

Description

Job Title: Project Administrative Assistant
  
Location: Baku, AZ
  
Organization Name: OSCE Project Co-ordinator in Baku 

Grade: G5 

Closing Date of application: 07-05-2015

Background
  
The post is funded from extra-budgetary (EXB) resources. Under the supervision of Chief of Fund Administration Unit and technical guidance from Head of Economic and Environmental Unit, the incumbent provides administrative support for selected EXB project(s), in particular for the “Supporting Anti-trafficking Efforts in Azerbaijan Project II,” including all necessary administrative, financial and logistical assistance which may be necessary for EXB project implementation. 
  
Tasks and Responsibilities
  
Financial and Treasury Tasks:

1. Upon review of financial documentation for compliance with the OSCE Common Regulatory Management System (CRMS) and, as may be applicable, requirements set in relevant contract(s) and/or agreement(s) with extra-budgetary (EXB) donor(s), processes financial transactions and records data in the computerized accounting and finance system (ORACLE). Ensures that all financial records are made in a timely manner and in line with the CRMS;
2. Reviews Implementing Partners’ financial reports for compliance with the CRMS, Implementing Partner Agreements and donor requirements. In particular, ensures completeness, accuracy and validity of charges and correct use of account codes prior to processing and entry into the ORACLE system. Ensures that documentation needed is complete and that all required procedures are fulfilled to enable the payment. Conducts monitoring visits to implementing partners and arranges for financial reviews and audits of implementing partners, as may be required;
3. Prepares funding advance requests and interim and final financial reports in line with the donors` requirements;
4. Registers suppliers in the SCB Module of IRMA (ORACLE); ensures correctness of all data, uploads all necessary attachments;

Administrative Tasks:

5. Serves as the focal point for administrative tasks of the mission’s specified extra-budgetary project(s), including all logistical arrangements, co-ordination between FAU and Project Manager, and with the Secretariat on project-related matters;
6. Provides administrative assistance for the social media advocacy component of the Supporting Anti-Trafficking Efforts in Azerbaijan Project; ensures branding and marking compliance;
7. Maintains EXB project records, ensures that all relevant information is uploaded to DocIn;
8. Backstops the Senior Finance Assistant for Treasury Assistant  functions;
9. Performs other duties as requested.
  
Necessary Qualifications  
  
Education:

• Completed secondary education supplemented by course work or formal training in accounting or administration;

Experience:

• Minimum four years of work in accounting or administrative positions preferably in an international or governmental organisation;
• Computer literate with practical experience with Windows applications;

Language(s) proficiency required:

• Excellent written and oral communication skills in English and in the local language. Knowledge of Russian and other OSCE languages is an asset;

Other:

• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
• Ability to work with people of different nationalities, religions and cultural backgrounds.
  
Remuneration Package  
  
Currently, the salary per month for G5, Step 1 is EUR 1,255.58. Appointments are made at step 1 of the applicable OSCE salary scale. Social benefits will include possibility of participation in the CIGNA medical insurance scheme and the OSCE Provident Fund.

How To Apply
  
This vacancy is open for competition only amongst nationals and/or permanent residents of Azerbaijan Republic.

If you wish to apply for this position, please use the OSCE's online application link found under http://www.osce.org/employment.

Please note that CVs and other applications submitted in different formats than the OSCE Application Form will not be reviewed.

Please also note that applications received after the deadline, submitted without reference to the vacancy number or in other languages than the English language would not be considered.

In case of technical difficulties with online application only, please contact the OSCE Project Co-ordinator in Baku informing us about the nature of such difficulties by e-mail to [email protected] with the vacancy number quoted in the title. We will try to help you to submit your online application.

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.

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

Only short-listed candidates will be contacted and informed of the results of the recruitment for this post. 

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