Administrative Assistant (G5), part-time 50%

Background:

The incumbent is requested to work part-time (50%) to complement the work of another Administrative Assistant. Preferred working arrangement Monday to Friday mornings, other arrangements can be discussed.

The OSCE has a comprehensive approach to security that encompasses politico-military, economic and environmental, and human aspects. It therefore addresses a wide range of security-related concerns, including arms control, confidence- and security-building measures, human rights, combating human trafficking, national minorities, democratization, policing strategies, counter-terrorism and economic and environmental activities. All 57 participating States enjoy equal status, and decisions are taken by consensus on a politically, but not legally binding basis.

The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. The ODIHR’s activities are implemented in 57 participating States in accordance with ODIHR’s political mandate. Among ODIHR’s main fields of activity are election observation and a large number of assistance projects in the areas of democratic institution building, the rule of law and human rights.

Tasks and Responsibilities:

Under the supervision of the Senior Administrative assistant, the incumbent will need to act with a degree of autonomy and initiative-taking. They will not only need to provide support to office management and organize work with other administrative assistants, but should also look for process improvements and co-ordinate with other departments.

-Organizing and providing day-to-day administrative and logistical support for the department

-Planning and delivering logistical arrangements for meetings, workshops, and events

-Managing travel arrangements for staff and participants

-Processing and tracking purchase requisitions, payments, and invoices

-Drafting routine correspondence, formats documents, and maintains accurate records

-Maintaining digital and physical document management systems

-Providing backup administrative support to colleagues during absences or peak workload periods

-Maintaining positive and professional communication with internal and external stakeholders - liaising with experts, consultants, and service providers to support administrative procedures and documentation.

For more detailed information on the structure and work of the OSCE Office for Democratic Institutions and Human Rights, please see https://www.osce.org/odihr.

Necessary qualifications:

• Completed secondary education

• A minimum of 5 years of relevant work experience is required

• Experience in project administration and management

• The ability to multi task and meet deadlines.

• Computer literate with practical experience with Microsoft applications

• Excellent written and spoken communication skills in English is required, good knowledge of Polish is highly desirable and knowledge of other languages (especially Russian) is an advantage.

• Ability to work with people of different nationalities, religions and cultural backgrounds

Remuneration Package:

Monthly remuneration, subject to social security deductions, is approximately 5050 PLN. OSCE salaries are exempt from taxation in Poland. Social security will include participation in the Cigna medical insurance scheme (current approximate deduction for a staff member is 68 Euro) and 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.

How to apply

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.

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 63 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.