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: VNSMUG01020
Vacancy type: Local Contracted
Field of expertise: General Support Functions
Grade: G4
Number of posts: 1
Duty station: Kyiv
Date of issue: 26 February 2020
Deadline for application: 18 March 2020 - 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 Kyiv. The OSCE is committed to achieving a better gender balance of women and men within the Organization. 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

		The incumbent provides administrative, clerical and HR assistance to the staff of Safety and Security Unit of the Mission, under direct supervision to Chief of Mission Security and Deputy CMS: - Provides administrative and clerical support: prepares procurement request forms for expenditures, prepares all form and paperwork as required by Fund Administrative Unit; - Makes travel arrangements for duty trips for SSU staff as well as to CMS, DCMS; including of preparation of Official Travel Authorizations (OTAs), Travel Expense Claims (TECs), hotels reservation; - Raises Purchase Requisitions (PRs) for SSU as needed; - Handles logistical aspects, including transportation, office supplies, conference rooms, materials, editing and printing, equipment; - Schedules and coordinates meetings and appointments for the management of the Safety and Security Unit and receives visitors; - Designs, updates and maintains an appropriate electronic and hard copy document filing system; - Performs other duties as required.

Necessary Qualifications

		- Ukrainian citizenship or holding permanent resident status in Ukraine; - Secondary education supplemented by formal studies in secretarial/administrative techniques, office organization, or languages; - Minimum of three years’ experience in secretarial/administrative work; - Demonstrated typing abilities; ability to operate Windows applications, including Word, Excel, and Data Base processing email; - Ability to work independently; - 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.