Travel Assistant

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Archived vacancy details

The following information is provided for archival purpose only.

Issued by: OSCE Special Monitoring Mission to Ukraine
Vacancy number: VNSMUG00668
Vacancy type: Local Contracted
Field of expertise: Transportation
Grade: G4
Number of posts: 1
Duty station: Kyiv
Date of issue: 9 January 2018
Deadline for application: 30 January 2018 - 23:59 Central European Time (CET/CEST)

Background

		The OSCE Special Monitoring Mission to Ukraine is looking for highly qualified, motivated and experienced Ukrainian professionals for the position of Travel Assistant with its main Office in Kyiv. The OSCE is committed to achieving a better balance of women and men within the Organization. NOTE: Initial duration of appointment/assignment for this post is until 31 March 2018, subject to a subsequent OSCE Permanent Council Decision to extend the mandate of the Mission. Confirmation of post grade is pending completion of classification review. All qualified applicants are strongly encouraged to apply online, using the OSCE online application link http://www.osce.org/employment. Please note that applications received after the deadline, submitted in different formats than the OSCE Application Form or in other languages than the English language will not be considered. For more detailed information on the structure and work of the OSCE Special Monitoring Mission to Ukraine, please see http://www.osce.org/ukraine-smm

Tasks and Responsibilities

		The incumbent is responsible for processing all Mission’s travel related requests, and when needed accommodation requests. The incumbent works under the supervision of National Procurement Officer and performs the following duties: Travel. Conducts travel arrangements for all Mission Members: Receives reviews and completes the Official Travel Authorisation (OTA). More than 1200 per month, registers them in the OTA log and submits for further processing. Co-ordinates the Mission's global travel-related services as the second authorised mission focal point with responsibility for implementing the OSCE travel policy. Organizes official travel and implements the travel booking system within the Mission. Liaising between the Mission's departments and the contractor in regards to timely booking and issuing most economic and cost effective tickets and ensure financial calculation for travel reimbursement. Maintains records of all official travel of mission members; Purchase Orders. Prepares Purchase Orders (PO) and submits them for approval to the relevant authority, making sure all supporting documentation is included in the file; Guidance. Provides guidance, advice and support in regard to Travel rules, regulations and relates issues to administrative staff members in OSCE SMM Head Office and Monitoring Teams; Support. Makes hotel reservations for Mission Members/OSCE Officials/Consultants traveling on official duty trips; Conducts transport arrangements or books taxi vehicles for Mission Members traveling on official duty trips; Communication. Maintains regular communication with administrative staff members in OSCE SMM Head Office and Monitoring Teams; Reporting. Prepares periodical travel reports and statistical analysis, to monitor and improve cost effectives of travel booking. Conducts travel market research to develop options for increasing effectiveness in compliance with the relevant OSCE regulations; Other. Performs other duties as required.

Necessary Qualifications

		Citizenship of Ukraine; Completed secondary education supplemented by formal studies/Training in administration commerce or travel; Minimum 3 years of working experience as travel clerk, administrative assistant/clerk or in other related field, part of which should preferably have been in an international environment; Professional fluency in the English, Ukrainian and Russian languages, both oral and written; Excellent Computer skills (Windows XP, Windows 7, Microsoft Office (especially Excel)); Knowledge of international ERP systems such as Oracle would be an asset; Ability to adjust to a broad range of new tasks in a complex administrational environment in a short timeframe; Demonstrated ability and willingness to work as a member of a team, with people of different cultural and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity; Demonstrated gender awareness and sensitivity, as well as the ability to integrate a gender perspective into tasks and activities.

Required competencies

		Core values Commitment: Actively contributes to achieving organizational goals Diversity: Respects others and values their diverse perspectives and contributions Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles Accountability: Takes responsibility for own action and delegated work Core competencies Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment Planning: Works towards the achievement of goals in a structured and measured manner Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions Initiative-taking: Proposes and initiates new ideas, activities and projects Flexibility: Responds positively and effectively to changing circumstances Managerial competencies (for positions with managerial responsibilities) Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities

Remuneration Package

		Monthly remuneration, subject to social security deductions is 837.92 Euro/month Euro/month. Social benefits will include participation in the Cigna health insurance scheme and social security / Provident Fund. Appointments are normally made at step 1 of the applicable OSCE salary scale.

How To Apply

		For more details please visit the OSCE website employment section at http://www.osce.org/employment. All qualified applicants are strongly encouraged to apply online, using the OSCE online application link. Please note that applications received after the deadline, submitted in different formats than the OSCE Application Form or in other languages than the English language will not be considered. The OSCE is committed to achieving a better balance of women and men within the Organization. Female candidates are particularly encouraged to apply.