Information Management Assistant (G5)

Background:

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.

Under the Maastricht Ministerial Council Decision on Tolerance and Non-Discrimination, ODIHR tasked with serving as a collection point for information and statistics on hate crimes, including manifestations of racism, xenophobia, discrimination and intolerance, and to report regularly on these issues.

The advertised post is located in the Tolerance and Non-Discrimination Department’s Web and Information Management Unit, which is responsible for running and maintaining the Hate Crime Reporting Website, the Hate Incident Database, TANDIS (Tolerance and Non-Discrimination Information System), as well as contact databases and document management systems. The Information Management Assistant provides assistance in developing, maintaining and administering these tools and processes. 

Tasks and responsibilities:

Under the direct supervision of the Associate Web Editor, the incumbent will be responsible for the following:

1. Supporting the hate crime reporting process by maintaining and developing the Department’s information management tools. This includes processing and managing data to ensure the correct registration and categorization of information in the dedicated databases;
2. Preparing and managing access to questionnaires used to collect official data, and drafting correspondence and following-up with external partners to verify the information received;
3. Uploading, reviewing and cross-checking data and information presented on the Hate Crime Reporting Website; 
4. Supporting the technical maintenance of databases by liaising with external partners, IT consultants and developing companies, in co-operation with the Associate Web Editor;
5. Assisting in defining the requirements for the future development of internal information management tools;
6. Training departmental colleagues in using the internal information management tools;
7. Providing administrative support to the Associate Web Editor (such as administering contracts for external consultants, raising purchase orders in Oracle, and assisting in the preparation of events related to the annual publication of ODIHR’s hate crime dataset);
8. Performing other related duties as assigned.

Necessary qualifications:

• Completed secondary education, proven familiarity with and knowledge of modern office procedures;
• At least four years of relevant clerical/secretarial/administrative/information management experience with at least two years in an international organization;
• Experience from similar information management work a strong asset;
• Computer literacy, ability to operate Microsoft Office and to maintain complex databases;
• Working knowledge of Internet tools, notably Drupal, and understanding of website creation a strong advantage. Oracle experience highly desired;
• Fluency in English, working level of Russian or Polish and other OSCE languages an asset;
• Ability to work independently, to master office routines and communicate effectively;
• Excellent organization skills, attention to detail and accuracy in maintaining information management tools are essential;
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
• Ability to work in a team and to establish and maintain effective working relationships with people of different nationalities, religions and cultural backgrounds.

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. 

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.