Administrative 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: VNSMUC00976
Vacancy type: Local Contracted
Field of expertise: Administration and Support
Grade: G4
Number of posts: 1
Duty station: Donetsk
Date of issue: 20 November 2019
Deadline for application: 11 December 2019 - 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 Administrative Assistant with its Field Office in Kramatorsk. The OSCE is committed to achieving a better gender balance of women and men within the Organization. The duration of the assignment for this post is limited for a period of 5 months and 29 days, with a possibility of extension, 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 https://www.osce.org/uk/special-monitoring-mission-to-ukraine.

Tasks and Responsibilities

		Under the direct supervision of the Transport Officer, the incumbent will perform daily clerical and secretarial tasks related to maintenance and repairs of vehicles deployed by OSCE Special Monitoring Mission to Ukraine all over Ukraine: - Assists with completion of internal forms and documents related to maintenance and repairs; - Maintains/fills information into fleet management system and other related databases; - Drafts informal documentation and typing correspondence from hand written drafts; - Maintains an appropriate records management system for administrative electronic files as well as documents in hard copy; - Prepares preliminary translations of correspondence and documents; - Regularly checks and replenishes office stationery; - Regularly checks printers, photocopy and fax machines and arranges for maintenance/replenishment; - Supports office administratively; - Performs other duties as required.

Necessary Qualifications

		- Ukrainian citizenship or holding permanent resident status in Ukraine; - Secondary education or equivalent; - Minimum of three years’ experience in secretarial/administrative work; - Demonstrated typing abilities; computer literacy especially in word-processing, spreadsheet applications and databases; - Ability to work independently; - Good judgement and communication skills; - Attention to detail and accuracy in maintaining filing systems; - Professional fluency in English, Ukrainian and Russian languages, both oral and written; - 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; - Cultural sensitivity and judgment.

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 837.00 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.

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 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.