Personal Assistant to the Head of Mission
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Vacancy
Background:
This is a fixed-term post financed from the Unified Budget.
Tasks:
Under the direct supervision of the HoM Personal Assistant provides the following services:
• Maintains the personal schedule of the HoM;
• Arranges meetings and workshops chaired by the HoM, notifying participants about the date and time and if required, provides participants with background information on the subject matter;
• 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 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’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, prepares Official Travel Authorizations, ensures that visas, vaccination certificates etc. are in order; prepares Leave Requests;
• Whenever required arranges accommodation and arranges official receptions;
• Briefs newly appointed staff on proper handling of the matters requiring attention of the HoM;
• Translates/ interprets when necessary;
• Performs other duties as required.
Requirements:
• 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;
• Computer literate with practical experience in Microsoft packages;
• Professional fluency in oral and written English and Ukrainian;
• Good interpersonal skills and ability to establish and maintain effective working relations in a multi-cultural environment with sensitivity and respect for diversity.
Remuneration Package: Social benefits will include participation in the Cigna medical insurance scheme and the OSCE Provident Fund. Other allowances and benefits are similar to those offered under the United Nations Common System.
This position is open for residents of Ukraine only. Please use the online application system at https://jobs.osce.org; the Vacancy Number is VNUKRG00487. The deadline for applications is 26 October 2017. If you experience difficulties with the online system, please use the Internet Explorer to find the vacancy. Applications received after the published deadline and off line applications will not be considered. Due to the high volume of applications, only short-listed candidates will be contacted.
The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer an appointment with a modified job description or for a different duration.
The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious, ethnic and social backgrounds to apply to become a part of the organization.
Please be aware that the OSCE does not request payment at any stage of the application and review process.