Planning and Co-ordination Officer

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 objective of the OSCE Special Monitoring Mission to Ukraine (SMM) is to contribute, in close co-operation with OSCE institutions and other actors of the international community, to reducing tensions and fostering peace and stability in Ukraine, and ensuring the observance of OSCE principles and commitments, thus establishing conditions for inclusive political dialogue aimed at achieving a sustainable transition respecting the territorial integrity and sovereignty of Ukraine.

The Mission is composed of about 1500 mission members, from more than 40 participating States and has a budget over EUR 100 million.

The Administration and Finance Department comprises the following Units: Human Resources, Medical Services, Finance and Budget, Procurement and Contracts Management, Infrastructure (including General Support Services and Dnipro Forward Logistics Base) and ICT Management.

The Special Monitoring Mission to Ukraine (SMM), in line with the OSCE Action Plan for the Promotion of Gender Equality, is committed to further improving gender balance among staff in all areas and levels within the SMM. We encourage qualified applicants, in particular female candidates, to apply for this position.

If applicable, deployment is subject to attendance to and successful completion of pre-deployment training and assessment.

Applicants are hereby notified that the Special Monitoring Mission to Ukraine (SMM) is designated by the OSCE as a nonfamily duty station. This designation is based on the fluid and dynamic working environment in the SMM. The currently prevailing working conditions in the duty station may include working in a hazardous location with extended hours of service, and possibly curtailed freedom of movement. Successful candidates who are appointed to locations deemed by the OSCE as hazardous will receive hazard pay. In addition, all successful candidates will be required to participate in the OSCE accident and life insurance scheme in accordance with the OSCE Staff Regulations and Staff Rules.

Under the direct supervision of the Director of Administration and Finance (DAF), as Planning and Co-ordination Officer, you will assist in planning the activities of the Administration and Finance Department and co-ordinate individual projects or DAF instructions to ensure the effectiveness of administrative activities with regard to implementation of rules and regulations, identify gaps and shortfalls and seek remedial actions, subsequently achieving cost efficiency and reinforcing overall effectiveness.

You will manage the operation of the DAF Office, conduct a broad range of administrative and operational tasks, including co-ordinating with the Monitoring Teams and Hubs. As primary point of contact for Regional Administrative Co-ordinators in the SMM field offices, you will liaise with them closely as well as with other Chiefs of Sections in Administration and Finance and with different Units and Sections in SMM to ensure the effectiveness of administrative processes and timely implementation of primary tasks.

More specifically, you will assure the effectiveness and efficiency of SMM risk management and control by regularly assessing and updating the Risk Management System and be responsible for the following:

1. Planning and implementing administrative quality control activities in line with the respective segregation of duties and responsibilities and identifying criteria for quality control activities;
2. Reviewing administrative processes and procedures in the Mission, providing recommendations to improve business processes and enhance service delivery to Programme Units within the context of the OSCE control environment;
3. Monitoring the implementation of issued quality control recommendations;
4. Performing verification activities at Monitoring Teams (MTs) and Hubs in close co-ordination with Administrative Officers;
5. In implementation of Audit recommendations, serving as focal point for replies to Audit queries and follow-up, preparing a work plan with clear targets and timelines;
6. Advising and supporting the DAF in all aspects of his/her responsibilities, including implementing the overall tasks of Administration and Finance in accordance with the Common Regulatory Management System (CRMS);
7. Drafting substantive responses, correspondence and policies for DAF approval in co-ordination with the Administration and Finance Unit Heads and other key stakeholders;
8. Supporting the DAF in the smooth co-ordination of the Administration and Finance Units;
9. Ensuring that incoming requests to the DAF are co-ordinated with appropriate staff from other Units and feedback on issues is addressed timely and accurately;
10. Overseeing and reviewing reports/official documentation for DAF consent/approval;
11. Communicating regularly with other SMM Units to exchange information, report the status of action items and provide appropriate feedback with regard to tasks assigned AF;
12. Attending meetings with/on behalf of the DAF and co-ordinating follow-up as required;
13. Performing other duties as assigned.

For more detailed information on the structure and work of the OSCE Special Monitoring Mission to Ukraine, please see https://www.osce.org/special-monitoring-mission-to-ukraine

• Citizenship of an OSCE participating State, excluding the citizenship of Ukraine;
• First-level university degree in business management and/or finance/accounting, audit, public administration, economics or law;
• A minimum of six years of progressive professional experience in at least one (preferably more) administrative field (e.g. finance, human resources, risk management, internal control), at the national or international level;
• Experience in understanding field operations, preferably in financial and logistics administration;
• Professional fluency in the English language, both oral and written, and the ability to communicate clearly and concisely;
• Gender awareness and sensitivity, and ability to integrate a gender perspective into tasks and activities;
• Established experience in proposing and implementing improvements to the financial, administrative control environment, as well as policy development is desirable;
• Previous professional experience with the international community is desirable;
• Demonstrated ability and willingness to work as a member of a 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 in Microsoft packages; experience in working with ERP system is desirable;
• Working knowledge of Ukrainian and/or Russian language(s) is an advantage;
• Possession of a valid driving licence is an advantage.

• Commitment: Actively contributes to achieving organizational goals
• Diversity: Respects others and values their diverse perspectives and contributions
• Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles
• Accountability: Takes responsibility for own action and delegated work

• Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization
• Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment
• Planning: Works towards the achievement of goals in a structured and measured manner
• Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions
• Initiative-taking: Proposes and initiates new ideas, activities and projects
• Flexibility: Responds positively and effectively to changing circumstances

• Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment
• Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them
• Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities

Monthly remuneration subject to social security deductions is about USD 5,080 to which is added Board and Lodging Allowance (currently EUR 125 per day subject to change without prior notice). Social benefits will include possibility of participation in the Cigna medical insurance scheme and the OSCE Provident Fund.

Please note that appointments are normally made at step 1 of the applicable OSCE salary scale.

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

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 applicants who are selected to participate in the subsequent stages of recruitment will be contacted.

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.

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 the OSCE does not request payment at any stage of the application and review process.