25 November 2019
- 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 Office Assistant with its Head Office in Kyiv. The OSCE is committed to achieving a better balance of women and men within the Organization.
Initial duration of appointment is for 12 months, subject to a subsequent OSCE Permanent Council Decision to extend the mandate of the Mission.
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.
Ukrainian citizenship or holding permanent resident status in 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.
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 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.
You can not apply to this vacancy anymore.
Sorry, the application deadline for this vacancy has expired.