Administrative Assistant (G4)

Background:

The OSCE Support Programme for Ukraine (SPU) has been established in order to continue to support the Ukrainian Government’s reform efforts and to mitigate the increased risks to civilians caused by the war against the country. The objective of the SPU - and therefore of all its projects - is to support Ukraine across all three OSCE dimensions on the government’s reform efforts and on the evolving risks to civilians caused by the war, thus ensuring that the OSCE’s work conducted over the past three decades and in the future, continues to impact positively the institutions and people of Ukraine and that Ukraine’s comprehensive security is enhanced in line with the OSCE commitments.

The post is located in the Economic and Environmental Component of the SPU within the OSCE Secretariat, OCEEA. It is an extra-budgetary (ExB) post within the project “Advancing transboundary co-operation and Integrated Water Resources Management in the Dniester River basin through implementation of the Strategic Action Programme (SAP)” that is currently envisaged to last until 31 December 2028. The post extension is subject to the availability of funds, as well as an extension of the project duration.

Please note that the post is located in Kyiv, Ukraine. Alternative working arrangements are provisionally in place.

Tasks and Responsibilities:

Under the overall supervision of the Environmental Programme Officer (P3), the successful candidate will be tasked with the following duties:

1. Screening incoming correspondence and drafting reply for supervisor’s signature on non-technical aspects; providing relevant background/project information whenever necessary to supervisor(s); keeping track of pending matters, following up with other offices on deadlines.

2. Screening phone calls and visitors; responding to moderately complex information requests and inquiries as necessary, as well as referring queries to appropriate personnel for handling.

3. Drafting routine correspondence (both on administrative and substantive project matters) based on the existing patterns, templates or practice, such as terms of reference and background notes; putting them into adequate style, language and format; proofreading documents and editing texts for accuracy, grammar, punctuation and style in accordance with standard practices.

4. Consulting to clarify the application of relevant policies and procedures; retrieving information on administrative matters and the project from the Systems, Applications and Products in Data Processing (SAP) modules which have been designed to support results-based management.

5. Using Enterprise Resource Planning (ERP), initiating and following up on actions related to recruitment of consultants, training and study tours, procurement, purchase of equipment, payments, travel authorizations requests/claims and dealing with all related inquiries.

6. Performing administrative tasks such as arrangements for meetings and other events, reservations, research for information and reference material; preparing requests/documents, e.g. requisitions, travel requests/authorizations, expenditure authorizations, visa applications; putting in place the necessary IT equipment and assisting in its operation, etc.

7. Maintaining an up-to-date filing system (both paper and electronic) and databases related to work.

Necessary Qualifications:

• Completed secondary education, supplemented by specialized training in office administration, protocol, records management or other related fields.

• At least four years (three with a first-level and two with a second-level university degree) of working experience in office administration.

• Thorough understanding of office procedures and practices, preferably in a multicultural environment.

• Experience in project administration, providing support to managerial/professional staff and using administrative skills to assist in the execution of project development and implementation.

• Professional fluency in English and Ukrainian with excellent communication (both oral and written) skills.

• 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 literate with practical experience using Microsoft applications. Experience with an ERP software is an asset.

Remuneration Package:

Monthly remuneration, subject to social security deductions, is EUR 1,379 as per the relevant OSCE salary scale. The salary payment is effected in EUR. Social benefits will include participation in Cigna medical insurance scheme and the OSCE Provident Fund. The Organization contributes an additional amount equivalent to 15% of the employee's salary to this pension-style fund while the employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations Common System for general services employees.

Appointments are normally made at Step 1 of the applicable OSCE salary scale. In exceptional cases, an initial appointment at up to Step 3 may be considered. This depends on factors such as relevant experience exceeding minimum requirements or higher previous remuneration. Any such request by a candidate must be reviewed and approved by the OSCE before the appointment.

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

The OSCE retains the discretion to re-advertise/re-post 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.

Only those candidates who are selected to participate in the subsequent stages of recruitment will be contacted.

Candidates interviewed and found suitable in the recruitment process for this vacancy notice will be placed on a roster of suitable candidates (valid for three years) for fixed-term posts, should a suitable opportunity arise. The placement on a roster does not guarantee a future appointment or assignment.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see https://www.osce.org/participating-states.

The OSCE is committed to diversity and inclusion within its workforce, and particularly encourages qualified male candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization.

Candidates should be aware that OSCE officials shall conduct themselves at all times in a manner befitting the status of an international civil servant. This includes avoiding any action which may adversely reflect on the integrity, independence and impartiality of their position and function as officials of the OSCE. The OSCE is committed to applying the highest ethical standards in carrying out its mandate. For more information on the values set out in OSCE Competency Model, please see https://jobs.osce.org/resources/document/our-competency-model.

Please note that for this position the OSCE does not reimburse expenses such as travel in connection with interviews, tests, visas and relocation.

Please be aware that OSCE appointments are subject to medical clearance.

The mandatory retirement age at the OSCE is 65 years for contracted positions at the general service, professional and director level. The Organization shall apply an age limit of 62 years at the time of appointment as the incumbent selected is normally expected to carry out the contractual obligation of two years.

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