Administrative Assistant (short-term)

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Archived vacancy details

The following information is provided for archival purpose only.

Issued by: OSCE Office for Democratic Institutions and Human Rights
Vacancy number: VNODIG00726
Vacancy type: Local Contracted
Field of expertise: Administration and Support
Grade: G5
Duty station: Warsaw
Date of issue: 16 August 2018
Deadline for application: 2 September 2018 - 23:59 Central European Time (CET/CEST)

Background

		This is an extra-budgetary, short-term position. The Office is looking to appoint an Administrative Assistant on the full-time basis till 31 December 2018, with a possibility of extension till June 2019. The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. The ODIHR’s activities are implemented in 57 participating States in accordance with the ODIHR’s political mandate. Among the ODIHR’s main fields of activity is election observation as well as a large number of assistance projects in the areas of democratic institution building, the rule of law and human rights. Under the Maastricht Ministerial Council Decision on Tolerance and Non-Discrimination (TND), the ODIHR was given the task to serve as a collection point for information and statistics on hate crimes, including on forms of violent manifestations of racism, xenophobia, discrimination and intolerance and to report regularly on these issues. On 28-29 April 2004, an OSCE Conference on Anti-Semitism was held in Berlin which resulted in a “Berlin Declaration” which tasked the ODIHR with closely following anti-Semitic incidents in the OSCE area and with collecting and disseminating information on best practices for preventing and responding to anti-Semitism. In 2014, OSCE participating States met to take stock of how their commitments to address anti-Semitism had been implemented. Following this, the OSCE’s 2014 Basel Ministerial Council Declaration No. 8 on Enhancing Efforts to Combat anti-Semitism specifically tasked ODIHR to offer to participating States best practices on efforts to counter anti-Semitism, including by consulting civil society, to effectively identify and address contemporary manifestations of anti-Semitism; to facilitate the exchange of best practices among participating States on educational initiatives and other measures to raise awareness of anti-Semitism and overcome challenges to Holocaust education, and to promote dialogue and strengthen the capacity of civil society to foster mutual respect and understanding in order to advance the cause of co-operation between different communities. With a clear basis in the expressed will of all OSCE participating States over many years, ODIHR developed the “Turning Words into Action to Address Anti-Semitism” project focusing on addressing the security needs of Jewish communities; countering anti-Semitism through education, and fostering civil society coalition building.

Tasks and Responsibilities

		Under the supervision of Project Manager, the incumbent provides administrative and logistics support for the preparation and implementation of project activities and supports the project’s staff. In particular, the incumbent: Makes travel arrangements for the project staff, contracted experts and meeting attendees, including: -arranging for cost-effective travel connections, making multiple bookings, hotel reservations, local transportation and insurance; -preparing all necessary financial documentation related to project staff travel. Monitoring the flow of these documents until completed; -informing travellers about travel arrangements and OSCE Rules and Regulations governing eligibility, including DSA rates, meal and hotel provisions, travel allowances and visa requirements, assisting travellers to complete travel reconciliations in a timely manner; Carries out logistical and administrative tasks in relation to the planning and implementation of the project, including: -preparing Special Service Agreements (SSA) for experts and submitting them for approval; -in collaboration with (Assistant) Project Officer, assembling financial and narrative reports submitted by experts and implementing agencies, forwarding them for approval of Project Officer and filing reports both electronically and in hard copy; -raising Procurement Requisitions and receives goods/services in IRMA according to the standard procedures; -maintaining and updates a database of contact data for national/local experts; -co-ordinating activities with experts; Provides administrative and logistical support for the organization of meetings, seminars, round tables and conferences (OSCE meetings, project partner and other meetings organized in the context of project); Performs a variety of clerical and administrative tasks, including: -taking notes or prepares minutes of meetings; -drafting correspondence; -making unofficial translations of correspondence and documents from English into relevant languages and vice-versa in relation to the project activities; Performs other related duties as assigned.

Necessary Qualifications

		Completed secondary education, proven typing abilities; knowledge of modern office procedures. Formal computer training in standard office applications; Four years of clerical/secretarial/administrative experience; The incumbent must be computer literate and have the ability to operate word processing programmes, to use spreadsheet applications and to maintain simple databases. Proven experience working with Microsoft Word and Excel is essential. Oracle experience is highly desired; Fluent oral and written English; knowledge of language(s) spoken in the project’s geographical area or that of a group of people that the project is supporting would be an advantage; Ability to work independently, to master office routines; Well-developed communication skills are necessary in anticipating a need for information in a specific area, explaining entitlements and reimbursement of costs incurred to experts and participants and in interaction with experts, authorities and staff of OSCE structures in Vienna and elsewhere; Attention to detail when organizing meetings is necessary as is accuracy in maintaining data bases and the filing system; Tact and ability to establish and maintain effective working relations with people of different national, ethnic and cultural backgrounds; Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.

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 approximately PLN 6,900. OSCE salaries are exempt from taxation in Poland. Social security will include participation in the Cigna medical insurance scheme (current approximate deduction for a staff member is 44 Euro). Appointments are made at step 1 of the applicable OSCE salary scale.

How To Apply

		If you wish to apply for this position, please use OSCE’s online application link found under http://jobs.osce.org. 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. Only the OSCE on-line applications will be accepted and short-listed applicants contacted. The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious, ethnic and social backgrounds to apply to become a part of the Organization. Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/states. No application fees or information with respect to bank account details are required by OSCE for our recruitment process. Please note that in the event of invitation for interview, the OSCE is unable to reimburse costs incurred.