Administrative Assistant (G5)

Background:

Recruitment for a roster of temporary employees for short-term appointments with OSCE/ODIHR.

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. 

Tasks and Responsibilities:

Depending on specific department/project’s needs, the incumbent will be responsible to provide the necessary administrative and logistical support for the preparation and implementation of the project or departmental activities, as follows:

1. Making travel arrangements for 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 projects and activities, 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;
• 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 (including OSCE mandated meetings, internal meetings and meetings organized in the context of projects).

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

• scheduling meetings and appointments, 
• taking notes or preparing minutes of meetings, 
• carrying out a variety of Oracle-related tasks including raising PRs/POs, receiving goods, generating reports, and creating suppliers, 
• drafting correspondence,
• making unofficial translations of correspondence and documents from English. 

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, supplemented by formal training in secretarial/office work, accountancy, languages or computer training;
• Minimum four years of clerical/secretarial/administrative experience preferably in an international set up;
• Computer literate with established experience with Microsoft applications. Oracle experience is highly desired;
• Excellent written and oral communication skills in English; knowledge of Russian and Polish 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 6980 . OSCE salaries are exempt from taxation in Poland (monthly net salary is approximately PLN 6700).

Social security will include participation in the Cigna medical insurance scheme (current approximate deduction for a staff member is 53.35 Euro).

Appointments are 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://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.