Senior Secretary (G5)

Background:

The OSCE Special Monitoring Mission to Ukraine is looking for a highly qualified, motivated and experienced Ukrainian professional for the position Senior Secretary with its Head Office in Kyiv. The OSCE is committed to achieving a better balance of women and men within the Organization.

Initial duration of appointment is for 12 months, subject to a subsequent OSCE Permanent Council Decision to extend the mandate of the Mission.

All qualified applicants are strongly encouraged to apply online, using the OSCE online application link http://www.osce.org/employment/.

Please note that applications received after the deadline, submitted in different formats than the OSCE Application Form or in other languages than the English language will not be considered.

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

Tasks and Responsibilities:

Under the direct supervision of the Planning and Co-ordination Officer within Administration and Finance (FAU) and overall guidance of the Director of Administration and Finance (DAF), the incumbent provides administrative support to the Director and her/his Office. The incumbent is responsible for:

1. Ensuring document management for Administration and Finance including collating, copying, distributing, and filing of documents, and updating registers and files; ensure FAU information is readily available and accurately maintained;
2. Providing administrative and co-ordination support for Administration and Finance projects including development, implementation, monitoring and evaluation; 
3. Managing information flow for the DAF, including collecting data from a wide variety of sources, managing all incoming correspondence, and noting and following-up on actions requested with relevant persons as needed; 
4. Supporting and following up on the implementation of audit recommendations; supporting the maintenance of the risk management system;
5. Ensuring quality, accuracy and formatting of documents and correspondences prepared for the DAF;
6. Maintaining the DAF and Administration and Finance calendar and manage appointments; 
7. Managing travel arrangements for the DAF and her/his Office; supporting the preparation of travel documents, accommodation and transportation;
8. Providing administrative and logistical support for meetings and events including drafting minutes and reports, arranging  conference rooms, accommodation, transportation, office supplies, printing, equipment and other support as needed; 
9. Providing administrative support for procurement activities including documentation and  assets management; 
10. Providing training and guidance on administrative procedures, including document management to mission members as needed;
11. Drafting non-substantive correspondences, some of which may be highly confidential;
12. Maintaining contact lists of all interlocutors, including government officials, the international community in country, local and national as well as out-of-country stakeholders;
13. Making unofficial translations of correspondence and documents from English into Ukrainian or Russian languages and vice-versa, or interprets verbally to the senior management as necessary;
14. Performing other tasks as assigned.

Necessary Qualifications:

• Ukrainian citizenship or holding permanent resident status in Ukraine;
• Completed secondary education or higher training in secretarial studies mandatory;
• Minimum four years of working experience in a large national or international administrative setting with practical experience in project, senior secretarial or clerical work with co-ordination functions in a fast paced environment with rapidly changing agendas;
• Professional fluency in the English, Ukrainian and Russian languages, both oral and written;
• Strong organizational skills, ability to work with numbers and accuracy in keeping a filing and records system;
• Computer literate with practical experience with Microsoft Office applications (Word, Outlook, PowerPoint, Excel);
• High level of discretion and ability to work in a confidential environment;
• 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.

Remuneration Package:

Monthly remuneration, subject to social security deductions is 1,029.00 Euro/month. Social benefits will include participation in the Cigna health insurance scheme and the OSCE Provident Fund. Appointments are normally made at step 1 of the applicable OSCE salary scale. 

For more details please visit the OSCE website employment section at http://www.osce.org/employment/. All qualified applicants are strongly encouraged to apply online, using the OSCE online application link. 

Please note that applications received after the deadline, submitted in different formats than the OSCE Application Form or in other languages than the English language will not be considered.

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.

The OSCE retains the discretion to re-advertise 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.