| Background |
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The Department of Human Resources (DHR) ensures that the OSCE has the human resources capacity necessary to successfully implement its mandates. DHR sets policies and provides services in the areas of recruitment, administration of benefits and entitlements, payroll, performance management, ethics and training across the Organization.
The HR Services Section, as part of the Department of Human Resources, is responsible for the implementation of personnel management policies, the optimal utilization of human resources, and the development and refinement of Staff Regulations, Rules and Instructions. This includes the administration of the OSCE payroll and of the conditions of service for all categories of staff/mission members.
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| Tasks and Responsibilities |
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Under the supervision of the Human Resources Officer, the Human Resources Assistant will be responsible for administering contracts and social security coverage of temporary personnel on short-term appointment/assignment (STA) in the Secretariat and the Office of the Representative on Freedom of Media; collecting and compiling practices in accordance with the regulatory framework and Oracle/other HR system procedures pertaining to the management of contracts and benefits and entitlements, including social security schemes. The incumbent will also assist in the regular review of salary scales and board and lodging allowances (BLA) and their methodology. More specifically, the Human Resources Assistant will be tasked with:
- Collecting and compiling documentation on HR Service processes to manage the employment of temporary personnel:
- Preparing step by step descriptions of processes to serve as input for procedural reviews;
- Testing proposed updates in the updated Standard Operating Procedures (SOPs)/related systems;
- Assisting in sharing knowledge about revised/new tools;
- Carrying out all the administrative steps related to the deployment, extension or separation of temporary staff, including operating ERP:
- Arranging for entry visas and assisting with travel, if needed;
- Providing HR briefing upon appointment, transfer or separation and collecting all relevant forms;
- Administering the participation of short-term appointment/assignment (STA) and daily staff in social security schemes;
- Monitoring the contractual status of STA/daily staff, updating records to keep track of maximum periods of service under the STA modality and advising Departments about timely contract extension/separation procedures in compliance with the regulatory management framework;
- Administering appointments, extensions, transfers or the expiration/termination of temporary contracts in the OSCE ERP system, including processing relevant benefits and entitlements; preparing documentation for verification by the Human Resources Officer before the payroll run;
- Ensuring proper filing in personal files;
- Assisting with statistical reports related to temporary personnel;
- Assisting in the regular review of salary scales/BLA:
- Regularly monitoring changes to the UN local salary scales applicable to OSCE locations and advising internal OSCE stakeholders accordingly;
- Liaising with the OSCE stakeholders to adjust local salary scales; Assisting in periodic calculations of Board and Lodging Allowances;
- Maintaining electronic filing records for local salary scales and BLA revisions;
- Replacing HR Assistants during their absence and assisting them during peak periods of work; performing other related duties as assigned.
For more detailed information on the structure and work of the Department of Human Resources please see: https://www.osce.org/secretariat
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| Necessary Qualifications |
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- Completed secondary education, supplemented by formal studies in administration, human resources, or recruitment;
- A minimum of four years of work experience in HR administration, including the administration of human resources databases;
- Computer literate with practical experience with Microsoft applications. Good knowledge of large automated office systems, ability to operate ERP systems, preferably an Oracle-based system;
- Professional fluency in English with excellent oral and written communication skills; ability to explain procedures and regulations clearly; knowledge of other OSCE languages would be an asset;
- Attention to detail; ability to work under time pressure and tight deadlines;
- Good drafting and analytical skills;
- Excellent communication skills with the ability to express clearly procedures and regulations. Ability to handle sensitive situations with tact and confidence. Discretion with the ability to maintain confidentiality;
- Ability to work in a team; experience working in a multilateral/multicultural environment would be an asset;
- Ability to establish and maintain effective work relations with different cultural and national backgrounds.
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| Required competencies |
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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
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| Remuneration Package |
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Monthly remuneration, subject to social security deduction, is EUR 3,790 (12 times a year). OSCE salaries are exempt from taxation in Austria. Social benefits will include possibility of participation in the Cigna medical insurance scheme and the OSCE Provident Fund.
Appointments are made at step 1 of the applicable OSCE salary scale.
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| How To Apply |
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If you wish to apply for this position, please use the OSCE's online application link found under https://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.
Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/states.
The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization.
Please note that for this position the OSCE does not reimburse expenses such as travel in connection with interviews, tests, visas and relocation.
Please be aware that the OSCE does not request payment at any stage of the application and review process.
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