| Vacancy Number |
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VNSMUG00679 |
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| Job Title |
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Operations Assistant |
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| Organization Name |
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OSCE Special Monitoring Mission to Ukraine |
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| Background |
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The OSCE Special Monitoring Mission to Ukraine is looking for highly qualified, motivated and experienced Ukrainian professionals for the position of Operations Assistant with its main Office in Kyiv. The OSCE is committed to achieving a better balance of women and men within the Organization.
NOTE: 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 https://jobs.osce.org/
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.
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| Tasks and Responsibilities |
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Under the guidance and supervision of the Deputy Head of Operations, the Operations Assistant performs the following functions: |
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- Provides administrative support to the Operations Unit's planning and organizing of the Monitoring Team's (MT) day-to-day activities; extracts information from the 15 MT and Patrol Hub daily Personnel and Vehicle Status Reports (PVSR) in order to track personnel availability and movements between MT locations; notes developing issues with supply or maintenance and brings results to attention of Operations team for further follow-up with FAU.
- Maintains a data base of SMM personnel strength at each location, coordinates with MTs and Head Office Human Resources office to check accuracy before providing to senior management for use in briefings and information products; checks the accuracy of the data provided in the PVSR reports and gives feedback to the MT where required; supports the development of requirements, planning and use of technical monitoring assets by providing administrative support to management tasks.
- Manages Programme Manager-level preparation and administration of travel documents for all Operations staff and members of the monitoring teams, a population of over 1100 mission members – checking for accuracy, cost effectiveness, compliance with relevant travel and financial policies and approval by management; prepares travel documents, including OTAs and Travel Claims for Operations Unit staff, and coordinates within head office for funding and ticketing. Uses knowledge of OSCE CRMS and IRMA/Oracle in administration of travel and procurement documents.
- Assists in the deployment of up to 45 new monitors monthly, explaining administrative procedures and ensuring preparation of required travel authorizations, tickets and hire of excess luggage shipment.
- Schedules internal and external meetings related to Operational activities; takes minutes during Head Office meetings if required; assists in coordination, administrative arrangements and tracking of meetings of monitors with their seconding authorities.
- Prepares Purchase Requests for items that will be purchased using funds from the monitoring operations budget, ensuring use and application of correct fund and object codes and procedures; coordinates the order and execution of facilities maintenance, equipment maintenance and supply for the operations office; keeps track of travel tickets and maintenance for the vehicle assigned for Operations Department. Performs technical receiving of services upon verification of receipt by end user.
- Drafts standard correspondence related to the Operations Unit activities; maintains historical records of monitor personnel movements (deployments, redeployments and temporary assignments).
- Performs other duties as assigned; coordinates with other administrative staff throughout Head Office and the Monitoring Teams.
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| Necessary Qualifications |
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- Citizenship of Ukraine;
- Secondary education supplemented by formal studies or further certified courses in the field of statistics, accounting, business management, human resources, or equivalent is required in order to have the knowledge and skills background necessary for completion of duties;
- At least four years of experience in the field of administration, logistics, project management or finance in a government office or international work setting are required;
- Professional fluency in English, Russian and Ukrainian languages, excellent written and oral communication skills in the mentioned languages;
- Ability to operate windows applications, including word processing, Excel, and e-mail;
- 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;
- 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 gender awareness and sensitivity, as well as the ability to integrate a gender perspective into tasks and activities;
- Cultural sensitivity and judgment.
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
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| Remuneration Package |
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Monthly remuneration, subject to social security deductions is 988.00 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.
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| How To Apply |
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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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