Secretary and Records Management Assistant (G5)

Background:

The position is located in the Office of Head of Presence programme of the OSCE Presence in Albania.  The Office of the Head of Presence provides the overall executive leadership, strategic direction,  and political coordination for the OSCE field operation in Albania. 

The main purpose of this post is to provide secretarial and clerical services to the Deputy Head of  Presence (and Head of Presence as necessary), administrative support for meetings, briefings and  conferences and act as the PIA focal point for Records Management in compliance with the approved OSCE-wide and internal instructions.  

Working under general supervision, the incumbent has an appropriate degree of autonomy while  carrying out administrative and record management support functions in accordance with established procedures and supervisor guidance, independently managing routine tasks, prioritizing tasks and ensuring timely follow-up on administrative and operational processes.

Tasks and Responsibilities:

Under the overall supervision of the  Deputy Head of Presence ( DHoP) as a first-level supervisor and Head of Presence as a second-level supervisor, the incumbent is expected to work in close partnership with the Senior Secretary of the Head of Presence and cover for the Senior Secretary when required.

The successful candidate will be tasked with the following duties:

1. (For DHoP) Maintains the personal schedule of and makes appointments for the DHoP. Deals with requests for official representation for DHOP. Arranges official dinners/lunches and makes all necessary bookings. Drafts and arranges the programmes of visits by and to DHOP, co-ordinates with all parties involved (Departments, security, transport, external protocol). 
   Receives and accompanies visitors to HOP office. Makes travel arrangements for the DHOP, prepares Official Travel Authorizations, ensures that tickets, visas, vaccination certificates etc. are in order. Books hotel rooms/arranges accommodation. Prepares Leave Requests and other administration related to travel. Administers other task related to travel or expenses.  Translates both orally and in writing for DHoP when requested. 
   
   2. (For Head of Presence Office): Checks and disseminates incoming mail. Scans, renames and forwards the incoming correspondence to respective departments within the day and updates daily the  correspondence database in U: Drive and quarterly uploads in DocIn. Receives, screens, registers and archives overall HOP Office correspondence and manages the paper flow of the HOP Office including policy, confidential and general correspondence, in accordance with 
   the general guidelines and specific instructions. Ensures due processing, registry and filing of official PiA communication such as Note Verbale and official letters. Checks outgoing HOP Office correspondence for accuracy, conformity with overall policy or specific instructions prior to presentation to the Deputy Head of Presence’s clearance and signature. Deputises for the Senior Secretary to the Head of Presence in her/his absence or upon request.

   3. (For all Presence in Albania PiA): Organizes the archives and carries out all tasks connected with record management, including quarterly revisions of the OSCE PiA File Plan and Retention Schedule. Carries out activities in establishing and maintaining records system of file movement within the Presence, archive stores and the main OSCE archives in Prague. Sets appropriate reading/editing permissions for Doc.In in accordance with confidentiality and data protection guidelines. Scans, renames and uploads in DocIn/JARVIS documents for permanent retention. Sorts and identifies documents and files that meet the retention schedule and organizes onsite destruction after approval. Maintains archive inventory databases and the PiA File Plan. Onboards new staff on Records Management procedures.

   4. Manages daily bookings of the conference room for the Presence and updates the tracking table on the share drive.

   5. Acts as Chair of Bid Opening Board and related proceedings.

   
   

   Necessary Qualifications:

Education:

• Completed secondary education, ideally supplemented by secretarial, office management, library or document processing or other relevant training.

Experience and knowledge/skills: 

• Minimum 5 years of relevant working experience preferably with an international organization; 
• Experience in archiving and registry tasks, and/or any other administrative role and experience in the use of the records management would be an asset. 
• Demonstrated experience in general clerical and administrative office support  
• Computer literate with practical experience with Microsoft applications  
• Very good planning and organizations skills, attention to detail; 
• Good interpersonal skills; 
• Ability to work with people of different nationalities, gender, religions and cultural backgrounds.

Languages: 
• Excellent oral and written communication skills in English and Albanian.  

Required Values and Competencies

OSCE core values: 
Commitment. Diversity. Integrity. Accountability. 
OSCE core competencies: 
Communication. Collaboration. Analysis & decision-making. Planning. Initiative-taking. Flexibility.

Remuneration Package:

According to the fixed OSCE salary scale, the remuneration for this post is approximately 1,333 EURO , subject to National Social Security deductions. OSCE salaries are exempt from taxation.
 

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.

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.