29 August 2017
- 23:59 Central European Time (CET/CEST)
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 main Office in Kyiv. The OSCE is committed to achieving a better balance of women and men within the Organization.
NOTE: Initial duration of appointment/assignment for this post is until 31 March 2018, subject to a subsequent OSCE Permanent Council Decision to extend the mandate of the Mission. Confirmation of post grade is pending completion of classification review.
Assigned to the Fund Administration Unit (FAU), the Administrative Assistant – under the direct supervision and guidance of the Director of Administration and Finance – provides clerical and administrative support to mission members at the FAU. The Administrative Assistant works in close collaboration with and support to the Secretary in the FAU, more specifically the incumbent will perform the following duties:
Organizes travel logistics (transport, accommodation, travel claims etc.): prepares documentation for Official Travel Request/Authorization and Travel Expense Claim for in-country and international travel; makes logistical arrangements (transport, hotel reservations, visas etc.); assists with logistics for visitors to the Mission (transport, hotel reservations etc.); prepares logistics notes;
Files records of all incoming and out-going correspondence: maintains a central log of all incoming and outgoing official correspondence channelled through the FAU; ensures proper routing of correspondence; ensures that outgoing mail is promptly dispatched; requests and follows-up on translations, as required;
Assists with organizing meetings and events, including venue preparations: makes conference/meeting room reservations; ensures that conference/meeting room is prepared and supplies are in place;
Follows-up on necessary office supplies and prepares procurement requests: acts as focal points for requests for office supplies; prepares documentation required for the raising of Purchase Requests and Procurement Orders, including petty cash, where necessary through Oracle;
Maintains a central contact list for the FAU.
Performs other tasks as required.
Citizenship of Ukraine;
Secondary Education, supplemented by the higher degree in Business Administration/Secretarial Studies would be an asset;
Minimum 4 years of work experience in an administrative setting, preferably in an international environment, with practical experience in administrative or clerical work;
Professional fluency in the English, Ukrainian and Russian languages, both oral and written;
Strong organization and coordination skills;
Experience with maintaining filing systems;
Computer literacy in Microsoft Office applications (Word, Outlook, PowerPoint, Excel);
Experience with event management desirable;
High level of discretion and ability to work in a confidential environment;
Ability to cope with physical hardship and willingness to work extra hours and in an environment with limited infrastructure;
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.
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
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
Monthly remuneration, subject to social security deductions is 988.00 Euro/month. Social benefits will include participation in the Cigna health insurance scheme and social security / Provident Fund. Appointments are normally made at step 1 of the applicable OSCE salary scale.
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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