Administrative Officer (P3)

Background:

The OSCE Support Programme for Ukraine (Programme) has been established in order to continue supporting the Ukrainian Government’s reform efforts and mitigating the increased risks to civilians caused by the war against the country. The objective of the Programme - 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.

This post is financed from the extra-budgetary (ExB) Support Programme for Ukraine within the OSCE Conflict Prevention Centre (CPC) at the OSCE Secretariat (SEC). The Programme is planned to run until 31 December 2028. The post extension is subject to the availability of funds as well as the extension of the project duration.

Please note that the post is located in Kyiv, Ukraine.

Tasks and Responsibilities:

Under the overall supervision of the Deputy Director, Head of Mission Support, and the secondary supervision of the Director for Management and Finance (DMF), the successful candidate will be tasked with the following duties:

1. Common Regulatory Management System and Risk Management

• in close cooperation with the relevant DMF Sections and Units and within delegated authority, ensuring the overall application of the Common Regulatory Management System within the Programme;

• advising SPU staff on administrative policies and management of financial and material resources, budgetary consequences of Programme initiatives;

• implementing administrative/finance instructions and, when necessary, requesting in coordination with the Secretariat, exceptions to adapt requests and requirements to local conditions;

• consulting on the course of action to be taken when urgent and compelling circumstances dictate deviation from the application of the Common Regulatory Management System.

2. Financial / Budget Management

• in close cooperation with the relevant DMF Sections and Units and within delegated authority, ensuring that financial resources of the Programme are used in accordance with the Financial Regulations, Rules and Financial and Administrative Instructions, and ensuring that internal mechanisms are in place for the processing control and reporting of financial transactions;

• within the delegated authority acting as administrative approving officer for the Programme, and ensuring that sufficient alternate approving officers are designated as required;

• ensuring that financial and SPU specific reports are prepared in accordance with the Financial Regulations, Rules and Financial and Administrative Instructions, as well as donor requirements.

3. Procurement and Contract Management

• ensuring that the needs of the Programme for goods and services are accurately assessed and properly budgeted;

• procuring goods and services in accordance with the Financial Regulations and Rules, procurement standards and Financial and Administrative Instructions of the Organization and within the limits of delegated authority;

• within the delegated authority, providing administrative approvals to ensure contracted Programme activities are carried out in accordance with requirements;

• ensuring that contracts are drawn up in accordance with OSCE standards and formats and that procedures are in place to ensure proper contract administration, monitoring and control; and approving contract awards for the Programme.

4. Logistics and Asset Management

• in close cooperation with the relevant DMF Sections and Units and within delegated authority, establishing a supply chain system to deliver goods and equipment where and when they are needed, including the tasks of receipt, inspection, supply, warehousing, transport and distribution;

• overseeing activities related to the inventory control for the Programme: recording of items, updating of records, write-off and disposing of obsolete equipment;

• implementing asset management standards, including vehicle management and inventory system of IRMA;

• ensuring efficient use, distribution, maintenance and operational readiness of the vehicle fleet for the Programme;

• implementing building management policies and standards of the Programme and ensuring that they are observed when renting, refurbishing, occupying or using premises of the OSCE operations;

• implementing the Organization’s travel policies and ensure that cost-effective arrangements are in place to administer travel funds.

5. Information and Communication Technology

• ensuring that an information/technology local area network is in place and properly maintained in accordance with the standards of the Organization;

• ensuring that telephone, radio, voice and data transmission systems are in place and maintained utilizing landline or satellite facilities;

• ensuring that the required equipment, software, operating and maintenance systems are secured to keep the systems in good operating order; and

• implementing instructions on information technology and communication matters and adapting them to local conditions and operating requirements as necessary.

6. Documents and Records Management

• implementing the records and documents management system of the Programme applying the common standards for registry, distribution, local filing and retrieval;

• implementing the electronic retrieval system of the Programme of centrally maintained records, documents, and archival system; and

• implementing the Organization’s standards for classification, handling, disposal, and archival of documents including institutional memory documents.

7. A variety of miscellaneous tasks, including liaison with local authorities on matters related to the status of international and local staff in the host country

• liaising with local authorities on general administrative issues;

• reviewing selected local laws relevant for OSCE-related administrative issues of relevance to the Organization, seek legal advice and propose solutions to management.

For more detailed information on the structure and work of the OSCE Secretariat, please see https://www.osce.org/secretariat.

Necessary Qualifications:

• First-level university degree in public or business administration, administrative law or other relevant field, preferably with specialization in finance or accounting.
• A minimum of seven years (five with a second-level university degree) of progressively responsible professional experience in general administration and/or accounting, preferably in an international environment or within operational Missions.
• Flexibility, good managerial and organizational skills and ability to work under pressure.
• Possession of a valid automobile driving license and ability to drive using manual transmission.
• Professional fluency in English with excellent communication (both oral and written) skills; working knowledge of Ukrainian would be an asset.
• 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.

Remuneration Package:

Monthly remuneration is around EUR 6,600, with the actual monthly salary depending on post adjustment and family status. Social benefits will include possibility of participation in the 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, including Hazard Pay in the amount of EUR 30 per each day spent in Ukraine.

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 encourages qualified female and 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.

The OSCE is a non-career organization committed to the principle of staff rotation, therefore the maximum period of service in this post is 7 years.

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.