| 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 Records Management Assistant with its main Office in Kyiv. The OSCE is committed to achieving a better balance of women and men within the Organization.
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.
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| Tasks and Responsibilities |
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Under the supervision and in support of the Records Management Officer, the Records Management Assistant is involved in all activities related to the Mission's records management system and ensures that the integrity of the records management system and related procedures are maintained. The Records Management Assistant has contact with all Mission offices to assist mission members with the implementation and maintenance of records management policies and procedures. More specifically the incumbent will have the following tasks:
- Catalogues electronic and paper records and prepares them for storage
- Reviews documents for content and, under guidance of the Records Management Officer, assigns document classifications and registration numbers
- Is responsible for document/record distribution and/or their uploading on shared information platforms, such as the intranet or other designated databases
- Follows up with and advises Mission offices on their compliance with records management policies and the use of records management tools
- Supports the Records Management Officer in conducting training for mission members on all aspects of the use of the OSCE/SMM records management system
- Organizes the transport of paper records from SMM field locations to the storage facility at Head Office
- Performs other tasks, including travel throughout the Mission area, as required.
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| Necessary Qualifications |
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- Citizenship of Ukraine;
- Secondary education, supplementary training in records or information management, information classification and archiving required;
- A minimum of four years of administrative/clerical experience; excellent computer skills, notably in Microsoft Office applications (Word, Outlook, PowerPoint, Excel) and SQL databases;
- Professional fluency in English, Russian and Ukrainian languages, excellent written and oral communication skills in the mentioned languages;
- Computer literate with practical experience in Microsoft Office applications;
- Strong organizational skills, ability to work with numbers and accuracy in keeping a filing and records system;
- Customer service oriented; ability to work in a confidential environment and maintain a high level of discretion;
- 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.
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| Required competencies |
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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
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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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