HR Assistant

Background   

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. 

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. The post 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
   
Under the direct supervision of the Associate HR Officer, the incumbent performs the following duties:

1. Personnel administration
•  Upon request of the Associate HR Officer, implements the OSCE Staff Regulation and Staff Rules and other relevant instructions and procedures as applicable to the staff of the Programme
•   Monitors and administers staff members’ benefits and entitlements, complying with the OSCE Staff Regulation and Staff Rules and other OSCE instructions and assuring accurate recording and correct payroll results
•   Collects information and assists in conversion of data for recording in IRMA in connection with benefits, elements, pay methods, assignments, accrual plans, absence types, etc.
•    Ascertains staffing requirements of personnel by referral to staffing table and monitoring contract expirations
•   Assures timely notification, initiation and follow up on the performance appraisal process, with purpose to ensure the deadlines in respect of probationary period, contract extension and regular performance appraisal periods are met
•   Responsible for updating Human Recourses database to reflect any administrative changes, and upon official approval of the extensions prepares adequate contracts for signature
•    Assists in administration of experts / consultants as well as consultancy roster
•   Arranges for and/or attends meetings on administrative matters, participates in discussions of new or revised procedures and practices.

2. Recruitment
•    Incumbent assists the Associate HR Officer on all matters related to recruitment of staff members
•    Drafts Vacancy Notices according to classified Job Descriptions for final approval by the Associate HR Officer
•    Upon approval, incumbent co-ordinates posting of the specific job openings on the OSCE career site via Taleo
•   Pre-screens applications for fixed-term posts, short-term appointments (STAs), and special service agreements (SSAs), in line with the vacancy notice criteria and prepares the long list of candidates for approval by the Associate HR Officer
•    Arranges the written tests and interviews for short-listed candidates. As assigned, takes part on interviews as a panel member and secretary to the board
•    Co-ordinates the signatory process and distribution of the recruitment reports and updates the requisition in Taleo, as appropriate

3. Payroll
•    Responsible for the correct administration of IRMA Payroll module data
•   Reviews, investigates payroll issues and answers queries/questions including drafting written replies, explanations for the signature of the Associate HR Officer
•    Produces periodical reports to ensure completeness and correctness of data

4. Performs other duties as assigned.

Necessary Qualifications 
  
•    Completed secondary education supplemented by formal training in administration or human resources 
•    Minimum 4 years of related work experience in clerical and administrative work preferably in human resources in an international organization 
•    Computer literate with practical experience with Microsoft applications 
•    Excellent oral and written 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
 
 
Remuneration Package

Monthly remuneration, subject to social security deduction, is USD 1,586 as per the relevant OSCE salary scale; the salary payment is effected in EUR. Social benefits will include 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.