Office Assistant

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Archived vacancy details

The following information is provided for archival purpose only.

Issued by: OSCE Special Monitoring Mission to Ukraine
Vacancy number: VNSMUG00627
Vacancy type: Local Contracted
Field of expertise: Administration and Support
Grade: G4
Number of posts: 1
Duty station: Kyiv
Date of issue: 26 September 2017
Deadline for application: 1 November 2017 - 23:59 Central European Time (CET/CEST)

Background

		The OSCE Special Monitoring Mission to Ukraine is looking for highly qualified, motivated and experienced Ukrainian professionals for the position of Office Assistant with its main Office in Kyiv. The OSCE is committed to achieving a better balance of women and men within the Organization. In order to effectively use, manage and store information received from the technical monitoring means, the SMM is creating a Technical Monitoring Centre (TMC) under the direction and supervision of the Operations Unit. Live feeds from SMM technical monitoring systems including cameras and acoustic sensors will be transmitted to the TMC for 24/7 monitoring and recording of Minsk agreements violations, and development of real time situational awareness and a common operating picture for the Mission. 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. All qualified applicants are strongly encouraged to apply online, using the OSCE online application link http://www.osce.org/employment. 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. For more detailed information on the structure and work of the OSCE Special Monitoring Mission to Ukraine, please see http://www.osce.org/ukraine-smm.

Tasks and Responsibilities

		Assigned to the Technical Monitoring Centre (TMC) in the Operations Unit, the Office Assistant – under the direct supervision of the Chief of TMC – provides secretarial and clerical support to mission members at the TMC. In particular, the Office Assistant works in close collaboration with colleagues in Travel, Procurement, Assets and Finance at the Fund Administration Unit at SMM Head Office. Coordinates travel logistics (transport, accommodation, etc.); prepares documentation such as Official Travel Requests/Authorizations and Travel Expense Claims; Maintains an appropriate records management system for administrative electronic files as well as documents in hard copy; Assists with data entry of information into databases maintained by the TMC; Assists with organizing meetings and events, including: scheduling meetings and appointments; receiving visitors; and making venue preparation, e.g. making conference/meeting room reservations, ensuring an appropriate room set-up and that 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; Prepares preliminary translations of correspondence and documents; Maintains a central contact list for the Technical Monitoring Centre; Performs other tasks as required. Assignments are subject to successfully meeting the medical standards set out by the OSCE. Medical documentation will be requested for all candidates who successfully pass through the final interview stage and documentation will be further assessed by OSCE/SMM Medical Officers.

Necessary Qualifications

		Citizenship of Ukraine Secondary education. Supplemented by formal studies or training in Administration/Secretarial or office organization Minimum 3 years of work experience in an administrative setting, preferably in an international environment, with practical experience in secretarial or clerical work. Organization and coordination skills, and experience with maintaining office filing systems Computer literacy in Microsoft Office applications. Experience with information management and databases desirable Professional fluency in English, Ukrainian and Russian languages, both oral and written 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 Cultural sensitivity and judgement Flexibility and ability to work under pressure and with limited time frames Ability to cope with physical hardship and willingness to work extra hours and in an environment with limited infrastructure Proven resilience to high stress environments

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 837.00 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.

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.