Administrative Assistant

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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: VNODIG00687
Vacancy type: Local Contracted
Grade: G5
Number of posts: 1
Duty station: Warsaw
Date of issue: 17 November 2017
Deadline for application: 10 December 2017 - 23:59 Central European Time (CET/CEST)

Background

		Please note that this post is extra-budgetary (ExB) funded. The initial contract will be for a fixed-term period of one year; further extension will be subject to availability of funds. The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. ODIHR is active throughout the OSCE area in the fields of election observation, democratic development, human rights, tolerance and non-discrimination, and the rule of law. ODIHR’s assistance projects and other activities are implemented in participating States in accordance with ODIHR’s mandate. The Office for Democratic Institutions and Human Rights (ODIHR) is one of the OSCE institutions outside Vienna. ODIHR is led by a Director and assisted by two Deputy Directors. Director's Office also includes Head of the Director's Office/Senior Political Adviser and two Special Advisers. The incumbent works under the supervision of the ODIHR Director and provides overall administrative assistance for the whole Management to support fundraising activities in the Office.

Tasks and Responsibilities

		Assisting the Director's Office by reviewing agenda items of meetings, screens subject files to retrieve information on and compiles documents for inclusion in briefing packages; Aides in coordinating and preparing the files for the duty travels of the Director and the Special Advisors. Providing support in administrative tasks, including organization of travel; Preparing portfolios and databases with relevant information in co-ordination with the Project Co-ordination Unit (PCU) for the Director’s Office; Preparing correspondence and communications for the Director’s Office; Overseeing the translation of speeches, publications and talking points for the Director into languages that cannot be covered in house in coordination with the Public Affairs Unit (PAU); Organising high level events and meetings in close cooperation with the Executive Assistant; Performing other related duties, as required.

Necessary Qualifications

		Completed secondary education or equivalent supplemented by formal studies in languages or secretariat/administrative techniques; Minimum of four years of relevant working experience as a clerk/administrative assistant/secretary in an international setting; Ability to establish and maintain effective working relations with people of different national, ethnic and cultural backgrounds. Excellent computer skills with experience in Microsoft applications; Excellent oral and written communication skills in English. Knowledge of Polish is desirable.

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 45 Euro) and OSCE Provident Fund. The Organization contributes an additional amount equivalent to 15% of the employee's salary to this pension-style fund while the employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations Common System for general services employees. 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.