Secretary and Records Management Assistant (G5)

About the role

The OSCE Presence in Albania is looking for a Secretary and Records Management Assistant (G5) for its Office of the Head of Presence, which provides executive leadership, strategic direction and political coordination for the OSCE field operation in Albania. The post provides secretarial and clerical services to the Deputy Head of Presence (and the Head of Presence as necessary), supports meetings, briefings and conferences, and acts as the focal point for Records Management. It works under general supervision with a degree of autonomy.

Key responsibilities

• Support the Deputy Head of Presence: maintain his/her schedule, handle requests for official representation, arrange official dinners and lunches, draft visit programmes, receive and accompany visitors, make travel arrangements, prepare travel authorisations, book accommodation and handle leave and expense requests; translate orally and in writing when requested.
• Support the Head of Presence Office: check and distribute incoming mail, scan, rename and forward correspondence to departments, update the correspondence database, screen, register and archive office correspondence, ensure proper filing of official communications such as Notes Verbales, and check outgoing correspondence before clearance and signature.
• Act as deputy to the Senior Secretary when needed.
• Manage records: organize archives, revise the OSCE PiA File Plan and Retention Schedule quarterly, set Doc.In permissions, upload documents to DocIn/JARVIS, organize onsite destruction, maintain archive inventory databases and onboard new staff to records management procedures.
• Book the conference room, act as Chair of the Bid Opening Board and coordinate with departments, security and transport.

Required profile

• Completed secondary education, ideally supplemented by secretarial, office management, library or document processing training.
• Minimum 5 years of relevant experience, preferably with an international organization.
• Demonstrated experience in clerical and administrative office support; experience in archiving, registry or records management is an asset.
• Excellent oral and written English and Albanian.
• Openness to working with people of different nationalities, genders, religions and cultural backgrounds.

Required skills

• Computer literacy with practical experience using Microsoft applications.
• Planning, organization, attention to detail and good interpersonal skills.

What we offer

• Remuneration of approximately 1,333 EUR according to the OSCE salary scale, subject to national social security deductions; salaries are tax-exempt.
• Appointments normally at Step 1 of the OSCE scale, with possible initial appointment at Step 3 depending on experience.
• Suitably selected candidates are placed on a roster of candidates for fixed-term posts for three years.