9 May 2019
- 23:59 Central European Time (CET/CEST)
The OSCE Special Monitoring Mission to Ukraine is looking for a Ukrainian professional for the position of Administrative Assistant for the Learning and Development Unit with its Head Office. The OSCE is committed to achieving a better balance of women and men within the Organization.
Initial duration of assignment for this post is for a period of 12 months, with a possibility of extension, subject to a subsequent OSCE Permanent Council Decision to extend the mandate of the Mission.
Tasks and Responsibilities
The incumbent provides administrative and clerical support in the planning and administration of the SMM (Special Monitoring Mission) internal and external learning activities in line with internal Staff Instructions and in consultation with other SMM Units under the guidance of the Learning and Development Officer. More specifically:
Provides administrative, clerical and logistical support to all Learning and Development activities including but not limited to, the following:
Coordinates related logistics (transport, accommodation, etc.); prepares documentation such as Official Travel Requests/Authorizations and Travel Expense Claims as well as other necessary documentation;
Co-operates with the Procurement Unit and suppliers regarding procurement requests for training activities and ensures all services are provided in timely manner and in sufficient quantity and quality;
Co-operates with all other Administration Assistants in SMM Units and Teams in relation to assuring efficiency of activities related to the administration of learning processes within the SMM;
Ensures that the internal learning policy and standards related to administration of services for the quality of output are fully adhered to;
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.
2. Assists in preparation and delivery of services related to orientation courses for new mission members:
Liaises with other SMM Units to ensure all preparatory work for deployment is done (assets, HR documents, travel arrangements);
Provides support and guidelines for new arrivals during induction activities when needed;
Prepares handouts and other printed materials.
3. Assists in drafting various training announcements and other correspondence
4. Maintains and assists in learning records and filling system related to training events in IRMA.
5. Assists in drafting of Learning and Development Unit’s day-to-day, monthly, periodical and ad-hoc reports, as required.
6. Attends administrative and training related meetings, prepares and distributes meeting minutes.
7. Performs any other task as assigned
Ukrainian citizenship or holding permanent resident status in Ukraine;
Completed secondary education supplemented by formal training in administration or office organization;
Minimum of 3 years of relevant working experience, a substantial part of which should have been acquired in administering training activities and training procedures, databases and programmes;
Computer literate with practical experience in IRMA Oracle Training Module, Microsoft Office applications and other needed training software.
Professional fluency in English, Ukrainian and Russian languages, both, written and oral;
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.
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 837.00 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
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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