| Background |
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The OSCE Special Monitoring Mission to Ukraine is looking for highly qualified, motivated and experienced Ukrainian professional for the position of Office Assistant in the main office in Kyiv.
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 https://www.osce.org/special-monitoring-mission-to-ukraine
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| Tasks and Responsibilities |
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Under direct supervision of the SMM’s Chief Medical Officer, the incumbent performs following duties:
- Co-ordinates travel logistics (transport, accommodation, etc.); prepares documentation such as Official Travel Requests/Authorizations and Travel Expense Claims. Provides necessary administrative support to Travel Unit (including scanning of documents, copying documents, printing tickets and OTAs, saving files);
- Assists with organizing external trainings for Medical Unit and Stress Management Unit, including: making venue preparations e.g. making conference room reservations, making reservation for staff providing the training and other logistics involved, as needs arise;
- Follows-up on necessary office supplies and prepares procurement requests: acts as focal points for requests for office supplies; prepares documentation required for the raising of Purchase Requests and Procurement Orders, including petty cash, where necessary through Oracle; Providing administrative support to Procurement Unit including (but not limited to) archiving and registering of documents, creation of document registers, copying, scanning;
- Prepares preliminary translations of correspondence and documents;
- Makes appointments for SMM staff at local medical facilities;
- Performs other tasks as required.
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| Necessary Qualifications |
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- Ukrainian citizenship or holding permanent resident status in Ukraine;
- Completed secondary education supplemented by formal studies or training in
- Administration/Secretarial or office organization;
- Minimum 3 years of work experience in an administrative setting, preferably in an international environment, with practical experience in secretarial or clerical work;
- Organization and coordination skills, experience with maintaining office filing systems;
- Computer literate with Microsoft Office applications, experience with information management and databases is desirable;
- Professional fluency in English, Russian and Ukrainian languages;
- Established ability to maintain confidentiality of all sensitive information discussed or recorded in files;
- 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;
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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 837.00 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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