Senior Secretary (G5)
OSCE Mission to Montenegro is seeking for highly qualified, motivated and experienced candidates for the local position of Senior Secretary (G5) to support the Office of Head of Mission.
Following the Mission's strategic goal for streamlining and focusing its work in order to achieve a more effective and efficient use of the financial and human resources available, Senior Secretary will provide high secretarial, clerical and administrative services to the Head of Mission, Deputy Head of Mission and Mission Officers/Programme Managers. Furthermore, Senior Secretary will act as the focal point for all administrative matters concerning the Office of Head of Mission and organize the work of the Office of the Head of Mission.
Tasks and Responsibilities:
Under the direct supervision of the HoM and the DHoM provides the following services:
- Maintains the personal schedule of and makes appointments for the HoM and the DHoM. Maintains HoM’s daily, weekly and monthly agenda, creates calendar of weekly activities of the Mission and yearly calendar of all the major events of the Mission in order to ensure efficient and effective information flow and exchange among the Mission’s units;
- Arranges meetings and workshops chaired by the HoM and the DHoM, notifying participants about the date and time and if required, provides participants with background information on the subject matter; also participates in the organization and preparation of visitor or staff meetings, books conference or meeting facilities, sets up conference rooms, provides background materials, accompanies visiting teams when required; Liaises with external counterparts to exchange or obtain information, to set up meetings or to ensure the flow of documents and writes minutes from all staff meetings;
- Responsible for the process management of the paper flow of the Office, collecting, booking, copying, distribution, filing of documents including policy, confidential and general correspondence; Also follows up, on behalf of supervisors on the implementation of the work of other Programmes or execution of instructions given and acts as the Mission’s Focal Point for Record Management;
- Filters and receives visitors, places and screens phone calls and answers queries with discretion;
- Receives, screens, logs and routes correspondence, attaches necessary background information and maintains a follow up system;
- Drafts on own initiative or under instructions correspondence, documents and reports, some of which are highly confidential; Checks outgoing correspondence for accuracy, conformity with overall policy or specific instructions prior to presentation to the HoM and the DHoM’s signature;
- Maintains lists of names, addresses and telephone numbers of Government officials, local media representatives and of Senior Officials in International Organizations, NGO’s and Liaison Offices;
- Makes travel arrangements for the HOM and the DHOM for official travels, prepares Official Travel Authorizations, ensures that visas, vaccination certificates etc. are in order and complete the all the necessary forms. Also prepares Leave Requests and deals with requests for official representation for the HoM and the DHoM;
- Organizes VIP visits, drafts and arranges the programs of the visits, co-ordinates with all parties involved (Programme/Unit representatives, security, transport) in a manner suitable and optimal for all parties;
- Whenever required books hotel rooms/arranges accommodation, arranges official dinners/lunches/official receptions and makes all necessary bookings;
- Participates in the organization and preparation of visitor or staff meetings, books conference or meeting facilities, sets up conference rooms, provides background materials, accompanies visiting teams when required; Liaises with external counterparts to exchange or obtain information, to set up meetings or to ensure the flow of documents;
- Distributes, briefs or trains newly appointed Mission Members on DocIn and Protocol, as well as provides ad-hoc support when necessary;
- Engages in research and preparation of the briefing materials for the HoM/DHoM for use on official trips and translates HoM/DHoM speeches for high level conferences; Prepares and translates letters and all other official communication for HoM and DHoM; Translates and interprets for HoM and DHoM when necessary;
- Performs other duties as required.
For more detailed information on the structure and work of the OSCE Mission to Montenegro, please see: https://www.osce.org/mission-to-montenegro.
- Secondary education supplemented by formal studies in secretarial or office organization;
- Minimum 4 years of working experience in a national or international large administrative set up with practical experience in senior secretarial or clerical work with coordination type of functions;
- Strong organizational skills, ability to work with numbers and accuracy in keeping a filing and records system;
- Customer-service oriented; ability to work in a confidential environment and maintain a high level of discretion;
- Computer literate with practical experience in Microsoft package;
- Professional fluency in English with excellent communication (both spoken and written) skills;
- Ability and willingness to work as a member of team, with people of different cultural, and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity;
- Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.
Monthly remuneration, subject to social security deductions is 1,284.33 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.
This position is open to citizens and permanent residents of Montenegro only.
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 alower 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.
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.
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.