Personal Assistant to the Head of Mission (short-term appointment)

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Archived vacancy details

The following information is provided for archival purpose only.

Issued by: OSCE Mission to Serbia
Vacancy number: VNSRMG00616
Vacancy type: Local Contracted
Field of expertise: Secretarial Services
Grade: G6
Number of posts: 1
Duty station: Belgrade
Date of issue: 17 December 2019
Deadline for application: 2 January 2020 - 23:59 Central European Time (CET/CEST)
Date of entry on duty: 20 January 2020

Background

		The vacancy is open only for persons with the citizenship of or permanent residence in the Republic of Serbia. The OSCE Mission to Serbia’s Office of the Head of Mission is looking for a temporary Personal Assistant to the Head of Mission in order to cover for an incumbent on extended leave. The selected candidate will receive a short-term Letter of Appointment for a period of 1 month, which may be extended for further monthly periods as needed.

Tasks and Responsibilities

		Under the direct supervision of the Senior Policy and Planning Officer and overall guidance of the Head of Mission, the Personal Assistant to the Head of Mission will be responsible for: Arranging appointments and maintaining Head of Mission’s (HoM) calendar, receiving high-ranking visitors, placing and screening telephone calls and answering queries with discretion; Preparing briefing materials for supervisor for use on official trips or special meetings; Administering protocol matters: (a) arranging meetings with high-ranking officials; and (b) arranging official receptions given by the HoM; Participating in the organization and preparation of staff meetings or special meetings and taking minutes and/or notes; Preparing informal translations and acting as interpreter when needed; Maintaining the regular flow of information, such as: preparing documents for HOM’s approval, sending and receiving documents to and from OSCE Secretariat in Vienna and other related organizations, receiving, screening, logging and routing correspondence, attaching necessary background information and maintaining a follow-up system; Co-ordinating the secretarial services of the office; Drafting non-substantive correspondence and ensuring follow-up; Taking dictation; typing correspondence, documents and reports, some of which are highly confidential; Maintaining policy, confidential and general management files; Keeping lists of names, addresses and telephone numbers of ministers, government officials and members of the diplomatic corps; Making travel arrangements for the HoM and performing liaison duties with other units; Performing other duties as required.

Necessary Qualifications

		Citizenship of or permanent residence in the Republic of Serbia; Completed secondary education; Minimum six (6) years of relevant working experience in organizational activities, preferably in international organizations; Knowledge of office work and administrative procedures; Knowledge of protocol; Computer literate with practical experience in Microsoft packages; Excellent oral and written communication skills in English and Serbian; Ability and willingness to work with people of different nationalities, cultural and religious backgrounds 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. Candidates are encouraged to familiarize themselves with the OSCE core values and competencies by studying the OSCE Competency Model available at: https://jobs.osce.org/osce-competency-model.

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

		The selected candidate will receive a short-term Letter of Appointment for a period of 1 month, which may be extended for further monthly periods, as needed. Appointments are made at Step 1 of the applicable salary scale. Monthly remuneration, subject to social security deductions, is EUR 1,730.83. Social benefits will include participation in the Cigna medical insurance scheme.

How To Apply

		Please apply online through the OSCE website (https://jobs.osce.org) no later than 2 January 2020. Only online applications will be considered; applications received by email, post etc. will not be accepted. Only short-listed candidates will be contacted. Candidates who have not been contacted by 31 January 2020 should consider there will be no follow up to their application. Contact Tel. No: 011-3606 100, ext.: 4133 or 4127 (Human Resources Office). The OSCE retains the discretion to re-advertise the vacancy, cancel the recruitment, offer an appointment at a lower grade or offer an appointment with a modified job description or for a different duration.