Administrative Assistant

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Archived vacancy details

The following information is provided for archival purpose only.

Issued by: OSCE Programme Office in Bishkek
Vacancy number: VNKYRG01033
Vacancy type: Local Contracted
Field of expertise: Administration and Support
Grade: G5
Number of posts: 1
Duty station: Bishkek
Date of issue: 16 December 2020
Deadline for application: 5 January 2021 - 23:59 Central European Time (CET/CEST)

Background

		The incumbent provides secretarial and administrative support to the OSCE Programme Office in Bishkek’s project on Enhancing Border Management and Operational Capacities of Kyrgyzstan and Afghanistan, Extra-Budgetary (ExB) Project in OSCE Programme Office in Bishkek. Please note that this post is ExB funded with the end date on 30 September 2022.

Tasks and Responsibilities

		Administrative: Assists Project and PMD management and the Project staff with their/his/her dailyadministrative tasks and organization issues; Collects necessary background information and prepare technical specifications for goods andservices to be procured; In co-operation with the POiB FAU, initiates procurement of goods/services for the projectneeds that are funded from project budget and follow up on receipts of goods/services, ensuringprocedural compliance with related OSCE regulations; procure minor items locally and arrangetheir delivery; Sends information to POiB respective Programme for creation of PR for administrativeexpenditures and stationary; Distributes and keeps the stock of the stationary; Checks the records of private telephone calls (mobile, intercity and international) and double check of the calculations of the deductions reported by mission members, prior for processing by finance; Identifies and arranges timely maintenance of office space and repair of the project equipment when needed Travel: In co-operation with the POiB Travel Assistant, assists in travel arrangements (official Travel, home leave, Visas, etc) for project International and National personnel as well as national and international training participants of the project; Maintains records of the official travels within and outside the Mission Area, prepares OTAs for approval, ensures that travel arrangements are made in accordance with the OSCE Rules and Regulations and Administrative Instructions; Follows up on submission of travel expense claims for approval and settlement of travel entitlements; Arranges local transportation for project personnel. Secretarial: Keeps updated the Project activities plan and adjust it in a timely manner; Coordinates documentation flows between project and the POiB, ensure good relations are maintained with project counterparts through regular phone and e-mail contacts; Keeps updated all relevant contact lists of international, governmental and non-governmental organizations. Coordinates an updated project team list; Maintains general and essential document files and ensures confidentiality and security of all records and sensitive materials; Handles telephone and mail service in the project, arranges meetings and visits for project staff. Performs other duties as required.

Necessary Qualifications

		Completion of secondary education supplemented by formal Courses in secretarial or administrative matters; Minimum four years of relevant working experience, in secretarial or clerical functions, part of which should preferably have been in an international environment; Computer literate with practical experience in Microsoft applications; Excellent written and spoken communication skills in English, Russian and local languages.

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 878.16 Euro/month. Social benefits will include Organization for Security and Co-operation in Europe participation in the Cigna medical insurance scheme and the OSCE Provident Fund. Appointments are normally made at step 1 of the applicable OSCE salary scale.

How To Apply

		If you wish to apply for this position, please use the OSCE's online application link found under https://jobs.osce.org/vacancies. 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. Please note that the vacancy is open for competition only amongst individuals who is a national or permanent resident of the Kyrgyz Republic. 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 in the event of invitation for interview/test, the OSCE is unable to reimburse costs incurred.