PRINCIPAL FUNCTIONS
Reporting to the OSP Director and/or OSP Officers and in accordance with the OPCW Core Values of Integrity, Professionalism and Respect for Diversity/Gender Equality, the Senior Project Assistant performs the following duties;
RESPONSIBILITIES
Under the supervision of the OSP Director the post holder will:
Provides administrative assistance to the OSP in the implementation of its projects and activities
- Assists in the overall implementation of OSP programmes and activities on schedule;
- Drafts official communication and correspondence for the organization of OSP projects and activities;
- Maintains files and office records of OSP programmes and activities;
- Develops and keeps up-to-date a data base for tracking and evaluation of projects;
- Assists in the preparation of presentations;
- Raises requisitions for the acquisition of goods and services for programmes as needed;
- Liaises with the relevant internal branches/unit and external stakeholders for the implementation of OSP projects and activities.
Assists the SAB and ABEO in the organization and conduct of meetings and workshops and other subsidiary bodies, as required
- Prepares travel and MFA-related/visa arrangements fo1 SAB and ABEO members and participants of meetings and workshops as needed;
- Drafts letters and official communications on behalf of the Secretaries to the SAB and to the ABEO and the Chairs to the SAB and of the ABEO, and regular correspondence related to SAB and ABEO meetings and workshops;
- Provides logistical support to the Secretaries to the SAB and to the ABEO and to SAB and ABEO members during the preparations and conduct of meeting and workshops;
- Assists the preparation and issuance of documents for SAB and ABEO meetings (background material, invitations, agendas and informative material);
- Obligates budget for SAB and ABEO activities, reviews and makes budget revisions as needed and track expenditures of SAB and ABEO activities and other subsidiary bodies and working groups;
- Makes payments (e.g. DSA, TE, travel) to SAB and ABEO members, invited experts and external suppliers (e.g. conference services, equipment, hotel) during relevant meetings and workshops;
- Prepares financial reports, conciliates invoices and financial documentation of SAB and ABEO and other OSP activities and follows up financial clearance;
- Liaises with host co-organisers and external suppliers for the provision of goods and services (e.g. conference venue, catering, equipment) for SAB and ABEO meetings and workshops in headquarters and abroad;
- Monitors expenditure of SAB and ABEO budget and Trust Funds;
- Gathers documentation and information needed for the issuance of official documentation for newly appointed SAB and ABEO members (e.g. MFA cards);
- Liaises with internal branches/units for the organisation of SAB and ABEO activities (e.g. FIN. PVB, BUD, visa, TU, PMO, etc.).
- Provides in room meeting support for SAB, ABEO and related meetings as necessary.
- Provides equivalent support to other subsidiary bodies and working groups as necessary.
Assists OSP Director and OSP Officers in maintaining contacts with outside organisations and subsidiary bodies (e.g. Scientific Advisory Board, Advisory Board on Education and Outreach and various open-ended and temporary working groups facilitated by the OSP)
- Drafts and formats official documents and correspondence in accordance with the correspondence manual;
- Reviews written correspondence, forms, documents for completeness and prepares final version for signature or transmission;
- Provides the OSP Director with background information concerning relevant documents including Executive Council documents prior to EC Sessions and meetings;
- Assists OSP Director and OSP Officers in the preparation of presentations;
- Makes arrangements in headquarters for the reservation of conference rooms and other facilities (e.g. catering, equipment) for OSP meetings with external stakeholders;
- Edits, formats and processes in cooperation with PMO official TS documents for publication in the external server for States Parties;
- Liaises with external interlocutors for the coordination and following-up of implementation of agreements (e.g. National Authorities, Permanent Representations, etc.).
Manages OSP Office
- Tracks, maintains and co-ordinates the official business schedule for OSP;
- Assists with arrangement of training and business trips;
- Follows-up incoming correspondence which requires action;
- Follows-up outgoing correspondence which requires signatures of other branches involved.
Supports updating the OSP website; and
Performs any other duties, as assigned.
RECRUITING PROFILE
Education (Qualifications):
- Essential: High School Diploma or equivalent Diploma of higher Secondary Education.
- Desirable: Training and experience of project management and implementation.
Experience:
Essential:
- Minimum of four years of progressively responsible and related experience;
- Previous administrative experience within an international organisation would be a strong asset.
Skills and Abilities (Key competencies)
- Proven ability in organising and coordinating international meetings and workshops;
- Significant skills in computer literacy: MS Office, Spreadsheets programs, Presentations;
- Excellent communication (spoken and written) skills, including ability to draft meeting minutes;
- Personal qualities should include tact, discretion, accuracy and the ability to work harmoniously in a multi-cultural environment;
- Strong analytical and problem solving skills;
- Strong planning and organisational skills;
- Ability to work independently with minimal supervision.
Language Requirements:
Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.
