Under the general supervision of the General Services Officer and National Building Management Officer the incumbent will perform the following duties:
Receiving visitors, establishing contact with the staff members concerned;
Preparing all the requested sorts of ID documents including ID cards, Driver's Permits and Emergency Cards for new and existing Mission Members, as well as temporary Contractors;
Operating the telephone switchboard; receiving and transferring incoming calls via switchboard; establishing telephone connections as requested; taking and delivering messages verbally or by e-mail;
Providing general information, such as addresses and telephone/fax numbers, to staff members;
Acting as mail dispatchers, receiving and transmitting official and personal correspondence from and to designate addressees, including but not limited to suppliers and field offices;
Maintaining the electronic meeting room booking system;
Providing assistance in preparation of the Mission's conference and meeting rooms for official events, meeting and conferences;
Providing general information on the activities of the Organization either in response to outside phone inquiries or to visitors by handing out OSCE publications and documents displayed in the entrance area or other information material;
Liaising with HR Unit on business cards processing and ordering;
Coordination of effective documents flow among Kyiv offices by collecting and distributing mail from and to designated addresses;
Performing other related administrative duties requested by immediate supervisor, GSO or senior management.
Ukrainian citizenship or holding permanent resident status in Ukraine;
Completed secondary education;
At least two years of office experience, including at least one year of experience as a telephone operator;
Professional fluency of English; Russian and Ukrainian, knowledge of other OSCE working languages would be an asset;
Ability to operate sophisticated telephone equipment and to update a related database;
Excellent communication skills and courteous manners;
Accuracy in keeping documents;
Flexibility e.g. changing shifts on short notice;
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.
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 709.83 Euro/month. Social benefits will include participation in the Cigna health insurance scheme and social security/ Provident Fund. Appointed 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.
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