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| Background |
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The OSCE Special Monitoring Mission (SMM) to Ukraine is looking for highly qualified, motivated and experienced Ukrainian professionals for the position of Human Resources Assistant with its main Office in Kyiv. The OSCE is committed to achieving a better balance of women and men within the Organization.
Initial duration of appointment is for 12 months, subject to a subsequent OSCE Permanent Council Decision to extend the mandate of the Mission.
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.
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| Tasks and Responsibilities |
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Under direct supervision of the National Human Resources Officer and overall supervision of the Human Resources Officer, the incumbent assists in interpretation of OSCE Staff Rules and Regulations, Staff Instructions and procedures and in processing of entitlements and is responsible to maintain attendance records and verify leave balances for all Mission staff, liaise between international Mission members and Ministry of Foreign Affairs of Ukraine regarding issuance/extension of diplomatic cards, enter and maintain data of staff members hired by the Mission. The incumbent is also responsible to maintain the filing system in the Human Resources Office.
- Assists in interpretation of OSCE Staff Rules and Regulations, Staff Instructions and procedures and in processing of entitlements, issuance of contracts and maintenance of various personnel records and files; establishes and maintains an open and comprehensive information policy on HR related matters, provides advice and ensures administrative support as required to international and national MMs on general administrative matters related to standards of remuneration, OSCE Social Security Scheme and Provident Fund, working hours, leave entitlements as well as procedures for leave application; continuously interacts with staff and listens to their concerns/comments on relevant HR issues, bringing them to the attention of management where necessary;
- Monitoring and verifying annual leave balances as well as home leave, sick leave, leaves without pay, maternity/paternity leave, and special leave entitlements through the request approval and tracking system (RATS), Oracle HRMS and in the paper format depending on the request type; maintaining accurately and timely updated absence records in the OSCE HRMS for all mission staff monitoring the entitlement to hazard pay for all staff of the Mission;
- Preparing and issuing certificates of employment for current and former Mission Members in order to assist employees requiring personal travel visas, bank loans, or providing employment history verification etc.; Preparing terms of reference (certificates of employment with detailed description of duties) required by staff as evidence of work experience and/or for the purpose of application for a professional exam/employment. Liaising with the Cigna (Vanbreda) International regarding specific health insurance cases regarding issuing letters of guarantee of payment, etc.;
- Providing administrative support for the annual performance evaluation process, entering, maintaining and updating data in the IRMA system related to contract extensions for seconded Mission Members as per instructions received from OSCE Secretariat/DHR/Personnel Section, including personal data and employment information/contract details etc.;
- Conducting initial orientation to newly hired employees both international and national. Delivering HR introduction part of the Mission Induction Course for newcomers, both national and international;
- Perform other duties as required.
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| Necessary Qualifications |
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- Ukrainian citizenship or holding permanent resident status in Ukraine;
- Secondary education supplemented by formal training in administration/office work, HR administration;
- Minimum four (4) years of work experience in Administration, in particular personnel matters and leave administration preferably in an international set up;
- Computer literate with practical experience in Microsoft applications;
- Excellent written and oral communication skills in English, Russian and Ukrainian;
- Ability to adjust to a broad range of new tasks in a complex administrational environment;
- 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;
- Flexibility and ability to work under pressure and with limited time frames.
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| Required competencies |
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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
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| Remuneration Package |
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Monthly remuneration, subject to social security deductions is 988.00 Euro/month. Social benefits will include participation in the Cigna Health Insurance scheme and the OSCE Provident Fund. Appointments are normally made at step 1 of the applicable OSCE salary scale.
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| How To Apply |
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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 diversity and inclusion within its workforce, and encourages the nomination of qualified female and male candidates from all national, religious, ethnic and social backgrounds.
The OSCE retains the discretion to re-advertise 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.
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