Programme Assistant (G4)

Background:

*The appointment to this position is subject to fund availability.

The Support Programme for Ukraine (SPU) has been established in order to continue to support the Ukrainian Government’s reform efforts, provide a platform for continued Ukrainian efforts in implementing OSCE commitments. It will be implemented through Extra-Budgetary project activities. The SPU was formally announced following a meeting held in Kyiv on 2 August 2022 of the Ukrainian Minister for Foreign Affairs, the OSCE Chair-in-Office and the OSCE Secretary General.

This post is financed from the Extra Budgetary SPU project under the OSCE Conflict Prevention Centre (CPC) at the Secretariat (SEC). The SPU is planned to run until July 2025. This post is subject to receipt of funds. A possible extension is subject to the availability of funds, as well as an extension of the project duration.

Please note that this post is located in Kyiv, Ukraine.
 

Tasks and Responsibilities:

The incumbent provides secretarial, clerical and administrative assistance to the activities of the Support Programme to Ukraine (Programme) under the direct supervision of the Support Programme Manager.

Under the direct supervision of the Support Programme Manager, the incumbent performs the following duties:

Secretarial assignments

1. Maintaining the personal schedule of and making appointments for the Support Programme Manager (SPM);
2. Receiving all guests and visitors; acting as a switchboard operator, screening telephone calls, responding directly to queries or assisting caller by providing solutions or directing calls to the appropriate staff member; transferring telephone calls and messages to staff members in a timely manner;  updating emergency contact numbers;
3. Maintaining 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;
4. Receiving, logging, screening, sorting incoming mail, recording and identifying the subject matter of incoming correspondence, providing background files and information, drawing the supervisors’ attention to urgent and important items, distributing correspondence to the appropriate staff members; sending electronic messages;
5. Maintaining and updating files of reports, correspondence, manuals and other relevant material; uploading, managing and  archiving documents in a folder structured manner in Doc.In; researching for information and background documentation if requested;
6. Drafting correspondence in English/Ukrainian on the basis of instruction received and/or on the basis of own knowledge of work; checking all outgoing correspondence and material for grammatical and typographical accuracy and conformity with overall policy, OSCE Rules and Regulations and Instructions;
7. Arranging workshops and meetings, typing and sending agendas and background materials; notifying participants of time and  date, and preparing draft minutes of the meetings if needed; liaising with external counterparts to exchange or obtain information, to set up meetings or to ensure the flow of documents;
8. Translating texts and documents of various kinds and providing interpretation during meetings.

Clerical and Administrative assignments;

1. Ensuring the availability of office supplies and arranging for their collection and distribution;
2. Ensuring functionality and operability of the office equipment;
3. Making official travel arrangements; preparing travel authorizations/claims, and requests for other entitlements;
4. Arranging accommodation, pick-up and transportation for guests and office staff, if needed;
5. Co-ordinating vehicle requests, allocating drivers and vehicles, maintaining a log on the movement of drivers, passengers and vehicles.
6. Performing other duties as assigned.

 
For more detailed information on the structure and work of the OSCE Secretariat, please see https://www.osce.org/secretariat

Necessary Qualifications:

• Completed secondary education;
• A minimum of three years of secretarial or clerical experience, preferably in international organisations;
• Excellent written and oral communication skills in English and Ukrainian;
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
• 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;
• Computer literate with practical experience using Microsoft applications and OSCE computer systems (ORACLE, IRMA etc.).

Remuneration Package:

Monthly remuneration, subject to social security deduction, is USD 1,344, as per the relevant OSCE salary scale; the salary payment is effected in EUR. Social benefits will include possibility of participation in the Cigna medical insurance scheme and the OSCE Provident Fund. 

Please note that 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.