Project Assistant (GS-4)

Principal Functions

Reporting to the Head, Implementation Support Branch and in accordance with the OPCW Core Values of Integrity, Professionalism and Respect for Diversity/Gender Equality, the Project Assistant performs the following duties:

Provide administrative and overall support to respective Substantive Officers in organizing capacity-building support activities/events; prepare documentation for administrative support for the preparation and conduct of courses, seminars and workshops, such as:

1. MOD' s to process contractual obligations, travel request forms;
2. Preparing and sending out invitation letters;
3. Identify participants and coordinate with hosting National Authority;
4. Confirmation of the participants;
5. Liaise with relevant internal units, such as the Travel Unit, Budget and Finance, Political Affairs and Protocol, and coordinate/follow up necessary actions;
6. Provide administrative support and coordination in fulfilling the different/alternative settings and arrangements as deem required.

Provide information and logistics regarding arrangements for courses:

1. Handle relevant correspondences, respond to questions and requests from participants and delegates;
2. Act as a focal point for information relating to the events conducted by the Branch (Workshops, Seminars, Courses, etc.);
3. Liaise with State Parties in confirming receipt of letters, nominations for event, acceptance letters for participants, send itineraries and all general information related to the event;
4. Follow up with the participants regarding travel arrangements and other logistic information; inform them about the arrangements for courses.

Prepare and maintain relevant internal and external correspondence.

Provide other office support tasks such as:

1. File and archive documents;
2. Arrange meetings with relevant internal and external counterparts.   

Perform other duties relevant to the activities of the Branch as assigned by the Branch Head.

Knowledge and Experience

Education

Essential

High School diploma or equivalent diploma of higher secondary education.

Experience

Essential 

1. At least three years’ experience of providing administrative and clerical support for project activities in a multicultural environment, with ability to interact and communicate with different target groups;
2. Knowledge and experience in providing administrative support for different implementing modalities of capacity building activities, with practical experience in  supporting/coordinating organization of on-line/remote events;
3. Demonstrated experience in a customer-servicing role, with ability to liaise and negotiate for expected results;
4. Practical experience in documentation, information/data management, archive and search engine in support of project administration.

Desirable 

1. Previous work experience within a multilateral, international organisation would be an asset;
2. Experience in dealing with different internal and external stakeholders in project administration is highly desirable.
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Skills and Abilities (key competencies)

1. Computer literacy (MS Office applications, MS Teams and IT related applications/platforms) for event management;
2. Ability to plan, organise and manage conflicting priorities;
3. Tact, accuracy, discretion and respect for confidentiality;
4. Excellent communication skills;
5. Ability to draft in a clear and concise manner;
6. Strong problem-solving skills;
7. Good inter-personal skills;
8. Ability to work harmoniously in a multi-cultural environment and independently with minimum supervision.
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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.