Senior Administrative Assistant (G6)

Background:

This is a short-term position until end of 2021 year with a possibility of an extension.

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 Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. The ODIHR’s activities are implemented in 57 participating States in accordance with the ODIHR’s political mandate. Among the ODIHR’s main fields of activity are election observation and large number of assistance projects in the areas of democratic institution building, the rule of law and human rights. 

The incumbent works in the Common Services Department, Logistics and Security Unit under the general supervision of the Logistics and Security Officer.

Tasks and Responsibilities:

1)    General administration duties, including:

•  Overseeing Office expansions and renovations, preparing plans and checklist with assigned tasks for the staff involved, obtaining requisite expert opinions and permissions required for historical buildings. 
•    Liaising with Procurement and other sections and unit to ensure compliance with obtained, especially historic planning permissions.
•    Co-ordinating the work of different contractors, enforce quality control and time schedules.
•    Identifying training needs and coordinating organising relevant training with outsourced security companies.
•    Maintaining daily logs and records management inventory of the unit documentations related to security and administration.
•    Overseeing the proper records management and archives of the unit documentations related to security and administration. 
•    Assisting with the drafting of technical specifications, ToRs, evaluation reports to facilitate timely and quality procurement and functioning of security equipment, instalments and services.
•    Liaising and maintaining permanent contacts with local Law enforcement authorities as well as governmental institutions in Poland.
•    Liaising and maintaining permanent contacts with outsourced  Security Companies  providing security services to ODIHR.
•    Maintaining contacts with other international missions in the region related to security.
•   Liaising with the management of the multitenant environment on security and safety-related matters, including coordination on the building evacuation procedure.

2)    Planning and implementing activities designed to ensure security and safety of ODIHR personnel, visitors, property and premises, including:

•    Assisting the Logistics and Security Officer and advising on developing and maintaining the ODIHR Security Plan (SP), contingency plans for emergency situations and Security Risk Assessments (SRA’s).
•    Monitoring general security situation and reviews arrangements in Poland, including all aspects related to elaboration, development and updating of such arrangements.
•    Analyzing security-related information maintaining and drafting broad spectrum of security documents which are integral part of the SP.
•    In consultation with the Logistics and Security Officer, participating in security meetings, discussing with a constructive input on security policies and procedures related to ODIHR mandate; proposing on appropriate security measures to be taken in the respect of physical safety and security of ODIHR personnel and assets.
•    Drafting and maintaining security-related documents, in particular - security surveys, security instructions, procedures, incidents reports, security advisories.
•    Following-up significant to security incidents involving ODIHR personnel with local law enforcement authorities (when applicable) until they are closed.
•    Assisting investigations; concerning ODIHR personnel and assets followed by written reports to the Logistics and Security Officer.
•    Maintaining the access control and video surveillance systems to prevent non-authorized access to the Mission premises and vehicles.

3)  Performing other duties as assigned. 
  
Necessary qualifications:

•    Completion of secondary education.
•    Six years of relevant experience, where minimum two years working experience should be in the field of Civilian Security Management, Military or Police. Similarly, the incumbent should have a minimum of two years of working experience combined with the relevant security, military or police work, related to administrative, financing or human resources management or similar tasks.
•    Computer literacy, with practical experience with Microsoft applications.
•    Excellent written and oral communication skills in English and Polish. 
•    Working knowledge of Russian is an asset.

Remuneration Package:

Monthly remuneration is around PLN 8,200. OSCE salaries are exempt from taxation in Poland. Social benefits will include participation in the Cigna medical insurance scheme. 

Appointments for short-term assignments are always made at step 1 of the applicable OSCE salary scale.

How to apply:
    
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.

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.