Human Resources Assistant
Alert
Vacancy
Background
The post is financed from the Extra-Budgetary (ExB) ‘In support of strengthening capacities of Ukrainian authorities in preventing and combating illicit trafficking in weapons, ammunition and explosives in all its aspects” project. The incumbent is expected to start as of 1 November 2020 with 6 months’ probation period.
Tasks and Responsibilities
Under the direct supervision of the National Human Resources Officer, the incumbent is expected to carry out the following duties:
1. Personnel administration
• Provide interpretation of the OSCE Staff Regulations and Rules and other relevant instructions and procedures to local and international mission members (MMs);
• Monitor and administer MMs’ benefits and entitlements, complying with the OSCE Staff Regulation and Rules and other OSCE instructions and assuring accurate recording and correct payroll results;
• Collect information and assist in conversion of data for recording in IRMA in connection with benefits, elements, pay methods, assignments, accrual plans, absence types, etc.;
• Ascertain staffing requirements of international and local personnel by referral to staffing table and monitoring contract expirations;
• Assure timely notification, initiation and follow up on the performance appraisal process, with purpose to ensure the deadlines in respect of probationary period, contract extension and regular performance appraisal periods are met;
• Responsible for updating Human Recourses database to reflect any administrative changes, and upon official approval of the extensions prepare adequate contracts for signature;
• Administer database of experts and draft special service agreements;
• Arrange for and/or attend meetings on administrative matters, participate in discussions of new or revised procedures and practices;
• May be called to brief staff on IRMA, Provident Fund, Cigna and personnel procedures and to brief selected candidates on OSCE working conditions.
2. Recruitment
• Assist the National Human Resources Officer in all matters related to recruitment of International and National MMs;
• Draft Vacancy Notices according to classified Job Descriptions for final approval by the National Human Resources Officer;
• Upon approval, co-ordinate publishing the specific job openings in the local newspapers and on the OSCE web page using the I Recruitment module;
• Pre-screen applications for local positions, international Short Term Appointments (STAs), and Special Service Agreements (SSA’s), in line with the vacancy notice criteria and prepare the long list of candidates for approval by the National Human Resources Officer;
• Arrange written tests and interviews for short listed candidates. As assigned, take part in interviews as a panel member;
• Co-ordinate the signatory process and distribution of the recruitment reports and update the I Recruitment module, as appropriate.
3. Payroll
• Responsible for the IRMA Payroll module data is correctly administered;
• Review, investigate payroll issues and answer queries including drafting written replies, explanation for the signature of the National Human Resources Officer;
• Produce periodical reports to ensure completeness and correctness of data;
• Create POs for the SSAs.
4. Performs other duties as assigned
Necessary Qualifications:
• Completed secondary education supplemented by formal training in administrative / or human resources field;
• Minimum 4 years of related work experience in clerical and administrative work preferably in human resources within international organization;
• Computer literate with practical experience in Microsoft packages;
• Knowledge of OSCE computer systems would be an asset;
• Excellent oral and written communication skills in English and Ukrainian.
Remuneration Package
Monthly remuneration, subject to social security deductions is EUR 1029. Social benefits will include participation in the Cigna medical insurance scheme and the OSCE Provident Fund. Other allowances and benefits are similar to those offered under the United Nations Common System.
This position is open for residents of Ukraine only. We strongly encourage applicants to use the online application system; the Vacancy Number is VNUKRG00624. The deadline for applications is 20 September 2020. If you have difficulties with the online system, please use the Internet Explorer to find the vacancy. Applications received after the published deadline will not be considered. Due to the high volume of applications, only short-listed candidates will be contacted.
The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer an appointment with a modified job description or for a different duration.
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 be aware that the OSCE does not request payment at any stage of the application and review process.