Administrative Officer (S3)
General Minimum Requirements
The general minimum requirements for working with the OSCE are:
- Excellent physical condition
- Possession of a valid automobile driving license and ability to drive using manual transmission
- Ability to cope with physical hardship and willingness to work extra hours and in an environment with limited infrastructure
Field of Expertise Requirements
The general minimum requirements for working in this field of expertise are:
- Demonstrable organizational skills
- Proven ability to communicate effectively, both orally and in writing
- Demonstrable interpersonal skills and documented experience in negotiations
- Depending on the field activity's mandate, significant prior experience in relevant fields such as international customs practices and procedures, law enforcement, and military observations and arms control may also be required
- Negotiating experience, preferably in the area of monitoring operations and/or related activities
Level of Professional Competence Requirements
Furthermore, this level of responsibility requires the following:
Second-level university degree in relevant field(s); a first-level university degree in combination with two years of additional qualifying experience may be accepted in lieu of the second-level university degree
Minimum 6 years of relevant, diversified and progressively responsible professional experience including at least 3 years at the management level relevant to the actual position
Mission Specific Requirements
Additionally, this particular post has specific requirements:
- At least six years of relevant professional experience in general administration, human resources, logistics, supply and/or transport management, and a minimum of three years’ of experience as a manager in this area;
- Experience in an international organization, preferably in a mission/field environment;
- Thorough understanding of administration and finance principles, processes and instruments as well as organizational and general management concepts;
- Ability to establish contact and constructive relations with local vendors and officials;
- Ability to work effectively and inclusively in high stress environments;
- Effective interpersonal skills, able to influence effectively and build partnerships and consensus, in teams and with stakeholders;
- Demonstrated gender awareness and sensitivity, and ability to integrate a gender perspective into tasks and activities;
- Professional fluency in the English language, including oral and written communicate skills;
- Ability to operate Windows applications including word processing, Excel and email.
- Possession of a valid automobile 'Class C' driving licence;
- Working knowledge of Ukrainian and/or Russian language(s).
Tasks and Responsibilities
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, especially women 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 Regional Administrative Co-ordinator (and working in close co-ordination with other Administrative Officers and the Patrol Hub management, the incumbent is responsible for the efficient administration of Administration and Finance (AF) functions in the field, ensuring quality and integrity of the AF service delivery in her/his Area of Responsibility (AoR) and consistency in application of the OSCE Regulatory Framework.
The Administrative Officer will be the main point of contact between the AF and Operations/Patrol Hub staff in the field. Through the supervision of AF staff in the field and in consultation with relevant AF Unit Heads at Head Office, she/he will be responsible for the effective co-ordination of all logistic and administrative areas within the Patrol Hub. The incumbent will also supervise the work of general service and administrative support staff in her/his AoR.
The selected candidates will be deployed to the Monitoring Teams in Donetsk or Luhansk.
The Administrative Officer is responsible for:
- Playing a key role in the establishment and maintenance of effective relationship with the programmatic staff in the field, by providing professional customer-oriented service;
- Developing and implementing procedures consistent with the OSCE policy and practice to ensure efficient and proper use of resources;
- Prioritizing and resolving task-related competing demands.
In the area of human resources/training, finance and general administration, the incumbent is responsible for:
- Ensuring the administration of financial consistency and uniform approach to AF services in the field, as well as the adequate application of Financial Regulations, Rules and Instructions as well as internal control systems;
- Administering human resources activities including recruitment, performance appraisal, job classification reviews, separation of Mission members, training, etc.;
- Providing staff with guidance on financial administration issues and practices;
- Overseeing identification of office needs and co-ordinating enhancements as necessary;
- Supervising the team responsible for finance, HR and general administrative support;
- Reviewing and certifying travel requests, payment requests and invoices;
- Performing other duties as assigned.
In the area of logistics, procurement and general services, the Administrative Officer is tasked with:
- Reviewing office space requirements and assisting in negotiating rental agreements;
- Organizing maintenance and repair of the premises and equipment;
- Ensuring accurate inventory of the equipment and efficient and effective use of assigned assets and supplies; assisting field programmatic staff in planning and implementation of logistical aspects of projects and events;
- Providing the Hub management with advice on transport related matters and ensuring efficient and effective use of vehicle fleet including maintenance; ensuring that staff are briefed on all transport matters;
- Supervising the team responsible for logistics and general services.
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
The OSCE is committed to diversity and inclusion within its workforce, and encourages the nomination of qualified female and male candidates from all national, religious, ethnic and social backgrounds. Please note that nationals or permanent residents of the country of the duty station are not eligible to apply.
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.
Candidates should, prior to applying, verify with their respective nominating authority to which extent financial remuneration and/or benefit packages will be offered.
Please apply to your relevant authorities well in advance of the deadline expiration to ensure timely processing of your application. Delayed nominations will not be considered. The OSCE can only process Secondment applications that have been nominated by participating States. For queries relating to your application, please refer to the respective delegation as listed here: https://www.osce.org/contacts/delegations.