Administrative Assistant (G5)

Background:

The incumbent is assigned to the Programme Office in Bishkek / Fund Administration Unit to provide secretarial and clerical assistance to the Chief of Fund and Administration Unit, as well as drafting event reports, presentations and other official correspondence of the CFA. Further to assist the CFA in the Administrative Risk Management, being focal point for the co-ordination of control, preparation and submission of IPAs; serving as the FMMC focal point and as bid opening focal point (BOB FP) with the Bid Opening Board (BOB) of the POiB. Additionally the incumbent is responsible for the monitoring and overall coordination of all administrative activities carried out outside the capital.
 

Tasks and Responsibilities:

Under the overall supervision of the Chief of Fund Administration (CFA), the successful candidate will be tasked with the following duties:

1. Provide secretarial support;
2. Arrange appointments and maintain the supervisor’s calendar, receives visitors, places and screens telephone calls and answers routine enquiries, by telephone, mail or email; 
3. Arranges meetings, both internal and external, and takes minutes and/or notes at the meetings. Maintain an electronic calendar of events of the CFA and of FAU events. Disseminates weekly and monthly calendar of FAU activities to relevant FAU staff. Facilitate organization of regular FAU staff and other FAU meetings including preparation of equipment and power point presentations. Help with preparation of all presentations / handouts / official correspondence;
4. Interprets for CFA and other FAU MMs upon request, translates official documents, letters and other materials related to FAU; provides translation / interpretation services during meetings;
5. Receive and register all FAU incoming and outgoing letters / notes and documents. Distribution of the same to relevant FAU MMs and ensure that follow-up and appropriate action is taken. Bring important correspondence, events and other information to the attention of CFA. Respond to official invitations on behalf of CFA. Draft official letters and notes to the counterparts;
6. Prepare letters and other materials from rough draft, marginal notes or verbal instruction and proofreads documents; prepares letters and notices. If needed, compiles general background information from available sources and send to the interested party; 
7. Makes arrangement for the CFA’s travels;
8. Creates and keeps updated important addresses database and perform mass-mailing (merged letters) if required;
9. Responsible for development and maintenance of department filing system including confidential information.
10. Provide administrative support;
11. Provide overall coordination for all administrative activities carried out outside the capital including field monitoring of financial, procurement and other activities;
12. Serve as focal point for the co-ordination of control, preparation and submission of IPAs;
13. Serve as the FMMC focal point and as bid opening focal point (BOB FP) with the Bid Opening Board (BOB) of the POiB; 
14. Serve as a back-up person for other local MMs in COC / FAU during their absence including serve as primary backup for the Travel Assistant; raising PRs and preparing OTAs during the backstopping periods; create PRs for FAU / COC;
15. Serve as Doc In focal point for FAU by finding documents stored in Doc In, making information available to others, uploading to and managing information in Doc In, and adding the person or group in Doc In;
16. Assist the CFA in the Administrative Risk Management and in updating and maintaining internal office policies and procedures;
17. Check forms, records, reports and other materials for accuracy, completeness and confirmation with established procedures;
18. Keep attendance record of FAU MMs;
19. Other duties as required.
     

For more detailed information on the structure and work of the OSCE Programme Office in Bishkek, please see: https://www.osce.org/programme-office-in-bishkek

Necessary Qualifications:

• Completed secondary education complemented by training in secretarial and clerical skills;
• Minimum four years of relevant work experience. A first-level university degree in a relevant field may be considered as a substitute for one year of working experience, an advanced university degree for two years of working experience;
• Computer literate with practical experience in Microsoft Office applications;
• Excellent written and oral communication skills in English, Russian and in local language;
• 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, subject to social security deductions is 878.16 Euro/month. Social benefits will include Organization for Security and Co-operation in Europe participation in the Cigna medical insurance scheme and the OSCE Provident Fund. 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 candidates 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.

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