Senior Secretary
Alert
Vacancy
| Background | ||
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The OSCE Special Monitoring Mission to Ukraine is looking for highly qualified, motivated and experienced Ukrainian professionals for the position Senior Secretary with its Head 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 https://www.osce.org/uk/special-monitoring-mission-to-ukraine.
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| Tasks and Responsibilities | ||
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Under the supervision of Deputy Chief Monitor (DCM), the Senior Secretary will provide high secretarial, clerical and administrative services, while working in close co-ordination with other Senior Secretaries to senior officials in the Office of the Head of Mission. More specifically, the Senior Secretary’s tasks include:
1. Maintaining the DCM’s schedule and making appointments; 2. In close coordination with the Executive Officer, preparing meetings and events hosted by the senior official; co-ordinating in-house submission of required meeting documents; liaising with participants on invitations and related information; ensuring logistics for meetings/events, venue set-up; and making all necessary bookings for official dinners/lunches/receptions; 3. Managing the document flow, i.e. collating, copying, distributing, and filing of documents; 4. Ensuring that documents and correspondence for signature have been reviewed by all relevant offices and conform with OSCE/SMM standards, formatting, and administrative practices; responsible for the proper formatting of documents before submission for signature, and returning documents to originating offices for completion, amendment or correction, if necessary; 5. Working with the Protocol Officer, providing administrative support for high-level external visits to the SMM and its monitoring teams; 6. Contributing to the maintaining of the file system/records managements system of the Chief Monitor Office; 7. Making arrangements for official travel, preparing Official Travel Authorizations and Travel Claims, ensuring that all the necessary travel documents, e.g. visas, vaccination certificates etc., are in order; arranging accommodation and transport; 8. Screening telephone calls and directs them as appropriate and with discretion; 9. Drafting on own initiative or under instruction non-substantive correspondence, some of which may be confidential; 10. Maintaining contact lists, such as for government officials, the international community in country, local and national as well as out-of-country stakeholders; 11. Preparing basic written translations or interpreting verbally for senior officials when necessary; 12. Performing other duties as required. |
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| Necessary Qualifications | ||
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• Ukrainian citizenship or holding permanent resident status in Ukraine; • Completed secondary education or Higher Training in Secretarial Studies; • Minimum 4 years of working experience in an executive office of a large national or international administrative setting • with practical experience in senior secretarial work with coordination functions or as a personal assistant; • Professional fluency in English, Russian and Ukrainian languages, excellent written and oral communication skills in the mentioned languages; • Computer literate with practical experience in Microsoft Office applications; • Strong organizational skills, ability to work with numbers and accuracy in keeping a filing and records system; • Customer service oriented; ability to work in a confidential environment and maintain a high level of discretion; • 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 commitment to gender equality objectives as well as the ability to integrate a gender perspective into tasks and activities; • Cultural sensitivity and judgment. |
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| Required competencies | ||
Core values
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| Remuneration Package | ||
| 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. | ||
| 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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