Senior HR Assistant (G6)

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 Senior Human Resources Assistant supports the entire range of Human Resources processes and activities for the Extra Budgetary Support Programme for Ukraine (SPU) in the OSCE Secretariat. He / she works under the direct supervision of and in close co-operation with the Associate Human Resources Officer and under the general guidance of the Deputy Director, DHR. The objective of the post is to deliver client-oriented and accurate support and administration of human resources processes and activities and to assist with outreach and social media activities to promote the OSCE as an employer of choice. 

The incumbent co-ordinates and supports the recruitment processes for all categories of Programme posts, as well as for experts and consultants employed under Special Service Agreements (SSA). The role provides continuous guidance and administering of programme contracts and entitlements, including onboarding and separation of programme personnel, advises on specificities of the Performance Management cycle, organizes and keeps track of internal and external learning activities, maintains and ensures accuracy of payroll entries, and provides guidance on correct application of OSCE’s Instructions, Staff Regulations & Staff Rules and the Common Regulatory Management System (CRMS). 

The role contributes ideas and proposals for improvements of processes, structures and systems in his/her area of work. Under the direct supervision of the Associate HR Officer, the incumbent performs the following functions:

1. Co-ordinating and supporting the entire range of recruitment activities for the Programme, ensuring service-oriented client communication, delegating tasks and maintaining an overview of the workload; proposing adjustments and improvements to portfolio administration and recruitment methodology/workflow; advising on complex recruitment-related issues. Monitoring staffing developments and needs of the Programme and keeping the Associate HR Officer updated on the current staffing situation and possible recruitment-related issues;
2. Performing administrative tasks related to the application for vacant posts, including professional category, general service (GS) category, STAs, SSAs, and daily contract positions. Drafting, editing, updating, uploading, circulating and closing vacancy notices. Responding to enquiries from candidates related to pending and completed recruitments. Updating and maintaining Taleo records of candidates throughout the recruitment cycle from entering VNs, screening and panelling candidates to selection decision;
3. Supporting the screening and long listing of candidates/assessing nominations for contracted and consultancy posts;
4. Engaging in employer branding exercises: supporting the design, implementation and assessment of outreach campaigns and contributing to sourcing projects, utilizing social media inter alia, as well as by participating in recruitment fairs; supporting the delivery of workshops and presentations on OSCE recruitment processes to promote OSCE as an employer of choice and to identify, attract and engage potential applicants;
5. Contributing to the rosters for specialized expertise, including for temporary assistance;
6. Assisting selection boards, which includes but is not limited to the following: administering tests and/or other screening and assessment exercises; participating in selection boards; participating as a secretary to the board and preparing draft selection reports; conducting references and educational credentials checks, as appropriate; liaising with candidates and providing feedback, if required;
7. Administering on-boarding and separation of Programme personnel;
8. Administering IRMA Payroll Module data, contractual arrangements and entitlements of the recruited staff;
9. 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 supplemented by formal studies in Administration and/or Human Resource Management;
• A minimum of six years of work experience in general administration, related to human resources, recruitment, talent management, staff development, either in public service, private entrepreneur, non-profit sector or international organization;
• Experience in participating in outreach campaigns, sourcing projects, utilizing social media, and/or delivering workshops / presentations;
• 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.

Remuneration Package:

Monthly remuneration, subject to social security deduction, is USD 1,887, 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.