Administrative Assistant (G5)

Background:

This is an extra-budgetary position. The initial contract will be issued until the end of year 2022, with possibility of extension, subject to availability of funds.

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. ODIHR is active throughout the OSCE area in the fields of election observation, democratic development, human rights, tolerance and non-discrimination, and the rule of law. ODIHR's assistance projects and other activities are implemented in participating States in accordance with ODIHR's mandate.

ODIHR’s "Capitalizing on Human Dimension Mandate to Advance Gender Equality (CHANGE)” ExB project aims to strengthen the individual and collective impact on democratic institutions, policies and social norms to advance gender equality, women’s human rights and women’s safety. ODIHR will capitalize on its human dimension mandate to advance gender equality and engage with democratic institutions, security sector, political leaders as well as civil society, human rights defenders and underrepresented groups. ODIHR will facilitate exchange of good practices and support institutional change, knowledge sharing and capacity building for advancing women’s representation and influence.

Recognizing that the desired change in advancing gender equality requires a transformative and multi-pronged approach, this initiative integrates various elements from across ODIHR’s mandate. It also addresses the need to strengthen the evidence base to learn what types of strategies work in which context, and to apply this knowledge to overcome barriers to progress in gender equality.  

Tasks and Responsibilities:

Under the direct supervision of the Project Officer, the incumbent will be responsible to provide the necessary administrative and logistical support for the preparation and implementation of the project, including: 

1. Making travel arrangements for the project staff, contracted experts and meeting attendees, in particular:

• arranging for cost-effective travel connections, making multiple bookings, hotel reservations, local transportation and insurance, where applicable;
• preparing all necessary financial documentation related to travel and where necessary invoices, operational advance and representation documentation;
•  identifying visa needs and making all necessary arrangements with MFAs, embassies and consular offices;
• informing travellers about travel arrangements and OSCE Rules and Regulations and assisting travellers to complete travel reconciliations.

2. Carrying out logistical and administrative tasks in relation to the planning and implementation of the project, including:

• preparing Special Service Agreements (SSA) for experts based on provided ToRs and other relevant information/documentation, raising Procurement Requisitions and receiving goods/services in ODIHR’s financial system (IRMA) according to the standard procedures;
•  in collaboration with the Project Officer, assembling and filing financial and narrative reports submitted by experts, ensuring that all staff are aware of relevant deadlines and assuring proper routing and recording of Exception Reports;
• maintaining and updating a database of contact data for national/local experts;
• providing information to the experts on existing guidelines, contracts and payments, as well as informing them on what is expected in the reports, agendas and other documents related to project activities.

3. Providing administrative and logistical support for the organization of meetings, seminars, round tables and conferences, e.g.:

• co-operating with official and organizational counterparts to ensure smooth implementation of events, including proactively ensuring that all technical equipment or other support, e.g. interpretation, needed at events is provided;
• preparing materials for presentations;
• assisting project team with typing and formatting letters of invitation, lists of speakers, agendas, provisional lists of participants, consolidated summaries and other documents.

4. Performing a variety of other clerical and secretarial tasks, among others:    

• taking notes or preparing minutes of meetings, drafting correspondence and formatting documents in line with established project procedures;
• making unofficial translations of correspondence and documents from English; 
• maintaining an appropriate electronic and hard copy document filing system and ensuring that the filing system is maintained according to the ODIHR Documents and Records Management guidance;
• responding to requests for documents and providing information on activities carried out under the project;
• overseeing any temporary administrative staff assisting with office tasks (e.g. filing documents) or with the organization of events/meetings.

For more detailed information on the structure and work of the OSCE Office for Democratic Institutions and Human Rights, please see https://www.osce.org/odihr.

Necessary qualifications:

• Completed secondary education,
• A minimum of four years of secretarial/administrative experience,
• Computer literacy with practical experience with Microsoft applications,
• Excellent written and spoken communication skills in English; knowledge of language(s) spoken in the project’s geographical area or that of a group of people that the project is supporting is an asset,
• Ability to work with people of different nationalities, religions and cultural backgrounds,
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.

Remuneration Package:

Monthly remuneration, subject to social security deductions, is approximately PLN 6,900. OSCE salaries are exempt from taxation in Poland. 
Social security will include participation in the Cigna medical insurance scheme (current approximate deduction for a staff member is 56 Euro) and OSCE Provident Fund. The Organization contributes an additional amount equivalent to 15% of the employee's salary to this pension-style fund while the employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations Common System for general services employees.

Appointments are normally 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.