Senior Administrative Assistant
Alert
As a result of the decision on the closure of the OSCE Special Monitoring Mission to Ukraine (SMM), please be informed that all SMM open recruitment processes are hereby cancelled. To see all other vacancies, please click here.
Vacancy
NOTE: This is a short-term position.
Fund Administration Unit (FAU) ensures the transparent and efficient use of the financial, human, and material resources of the Mission in accordance with the OSCE Common Regulatory Management System (CRMS), providing advice to the Fund and Programme Managers on the administrative policies that govern the common administrative system and management of allocated resources. The FAU also ensures that adequate internal controls are in place for the processing, control and reporting of all administrative actions.
As an integral part of the Fund Administration Unit, which is by design a cross-functional unit, the FAU Office of Central Co-ordination provides business process analysis and decision making support to the Chief of Fund Administration (CFA) on activities and issues that affect the effectiveness of the FAU service delivery. This Office implements and supports the CFA’s priority policies and projects, managing all related information flows, to respond to both internal and external demands, ensuring that consistent and co-ordinated FAU support is provided to all of the Mission’s 8 field offices.
Tasks and Responsibilities
Under the supervision of the National Planning and Co-ordination Officer, should you be selected for the position, you will perform daily assistance and contribute in all activities and projects in the FAU Office of Central Co-ordination:
1. Assisting the National Plannning and Co-ordination Officer in co-ordinating FAU activities by keeping record of departmental activities and maintaining calendar of events;
2. Providing secretarial services to the Mission’s Fund Materials Management Committee (FMMC), a body which renders administrative support to CFA by providing an additional level of oversight in resepct to high value contracts;
3. Reviewing supporting documentation of property cases involving a. damage/theft/loss of OSCE property and b. donation of OSCE property to ensure they are timely processed in accordance with relevant regulations;
4. Maintaining contacts within FAU and with other departments in the Mission, and co-ordinating the input of other departments in the collection of data for assignments received (such as updating the roster of Mission’s implementing partners);
5. Organizing technical aspects of the implementation of projects and activities and providing logistical and administrative support as necessary; assisting in the preparation of documentation and reports as required;
6. Providing general office support services, preparing and/or processing administrative requests/documents and maintaining files (both paper and electronic) for the Office;
7. Performing other duties as required.
Necessary Qualifications
- Completed secondary education (University degreed in administration, social sciences or humanities would considered as an asset);
- Minimum six years of working experience in general administration and/or project implementation, preferably in an international environment;
- Experience in collecting, analysing and synthesizing data;
- Office experience, including record keeping and processing of information;
- Computer literate with practical experience in Microsoft packages;
- Excellent oral and written communication skills in English;
- Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
- Ability to establish and maintain effective working relations with people from different national and cultural backgrounds, whilst maintaining impartiality and objectivity.
Remuneration Package
Monthly remuneration, subject to social security deductions is 2,574.25 BAM/month. Social benefits will include participation in the Cigna health insurance scheme.
How To Apply
This position is open to citizens and permanent residents of Bosnia and Herzegovina only.
If you wish to apply for this position, please use the OSCE's online application link found under http://www.osce.org/employment. Please note that offline applications submitted via email, fax, or mail will not be considered.
Only short listed candidates will be contacted.
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.
The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization.
Please be aware that the OSCE does not request payment at any stage of the application and review process.