Senior Payroll Assistant

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Archived vacancy details

The following information is provided for archival purpose only.

Issued by: OSCE Secretariat
Vacancy number: VNSECG01544
Vacancy type: Local Contracted
Field of expertise: Human Resources Management
Grade: G6
Number of posts: 1
Duty station: Vienna
Date of issue: 26 June 2020
Deadline for application: 27 July 2020 - 23:59 Central European Time (CET/CEST)

Background

		The OSCE has a comprehensive approach to security that encompasses politico-military, economic and environmental, and human aspects. It therefore addresses a wide range of security-related concerns, including arms control, confidence- and security-building measures, human rights, national minorities, democratization, policing strategies, counter-terrorism and economic and environmental activities. All 57 participating States enjoy equal status, and decisions are taken by consensus on a politically, but not legally binding basis. The OSCE Secretariat in Vienna assists the Chairmanship in its activities, and provides operational and administrative support to the field operations, and, as appropriate, to other institutions. The Department of Human Resources (DHR) ensures that the OSCE has the human resources capacity necessary to successfully implement its mandates. DHR sets the policies and provides services in the areas of recruitment, administration of benefits and entitlements, payroll, performance management, training and ethics across the Organization. The Human Resources Services Section is part of the Department of Human Resources, and is responsible for planning, execution and control of human resources management programmes at the OSCE, such as compensation schemes, entitlements and benefits, job classification scheme, performance evaluation system, social security packages, implementation of Staff Regulations and Rules and development of staff/management relations. It provides the full range of personnel support services to management and staff at OSCE, including the development, formulation and/or adaptation of OSCE personnel policies, rules and procedures and management and administration of entitlements, including participation in social security coverage, payroll and ERP system administration.

Tasks and Responsibilities

		The Senior Payroll Assistant will work under the direct supervision of the Chief, Payroll and HR Analytics, and in co-ordination with the Department of Management and Finance (DMF) and HR/Payroll staff in the OSCE missions and field operations. S/he will be responsible for: Administrating, scheduling and monitoring, on monthly basis, the overall OSCE Payroll Runs and Rollbacks; Initiating and running Retro and Late Starters procedures to ensure that all processes are completed accurately and on time; Notifying respective department business managers when the LD Control reports are available to review and check for the accuracy of payroll charges; Updating and ensuring availability of latest Salary Scales, in the payroll system, as per OSCE Staff Regulations and Rules; Updating Post Adjustment Multiplier table to reflect correct costing of the payroll process for professional and higher staff category; Ensuring verification of successful completion of payroll processes; Managing/carrying out payroll invoice issuance process upon receipt of confirmation from the Chief of Administration (CFA) from all location that payroll invoices can be issued; Executing the validation and approval processes for payroll invoices; Notifying/informing missions and institutions’ CFA, Finance and Personnel Officers that payroll invoices are available for payment; advising on invoices which cannot be processed due to holds placed; Being responsible for overview and control of mission’s payroll clearing accounts, initiating clearance and/or corrective action, advising mission’s Payroll and/or Finance Officer on appropriate actions for clearance of the outstanding balances; Verifying OSCE wide balances of Provident Fund and Cigna clearing accounts prior to payment of contribution invoices, ensuring complete clearance of the accounts, advising Payroll Assistants on corrective action if necessary; Replying to queries after consultation with the direct supervisor from internal and external auditors on payroll clearing accounts; Being responsible for reconciliation of Provident Fund Statements issued by Utmost to the OSCE for inclusion into the Notes to the Annual OSCE Financial Statements; Analysing and Identifying discrepancies and following up with Utmost’s representatives, initiating corrections/changes as required; Providing assistance to internal and external stakeholders including participating States, regarding any payroll and other compensatory information; Conducting analysis and consolidating payroll and compensatory information in a presentable; Providing the supervisor with suggestions on improvement of processes/procedures; Assisting in the implementation and testing system of changes to improve the payroll process; Preparing the OSCE yearly payroll calendar and other processes; Reviewing Payroll entries for Secretariat payroll to comply to the “4-eye-principle”; Performing other duties as assigned. For more detailed information on the structure and work of the Department of Human Resources, please see: http://www.osce.org/secretariat.

Necessary Qualifications

		Completed secondary education; post-secondary training in personnel administration and accounting and budget/finance-related issues; A minimum of six years of administrative or accounting work experience, preferably in an international environment; Computer literate with practical experience in Microsoft applications and ERP systems; knowledge of Oracle applications is an asset; Established ability to work with figures; accuracy in completing tables; Professional fluency in English; knowledge of another official language of the OSCE is an asset; Ability to work under time pressure and in a deadline-driven environment; Attention to detail and accuracy; Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities; Ability and willingness to work as a member of team, with people of different cultural, and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity.

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

		Monthly remuneration, subject to social security deduction, is EUR 4,487 (12 times a year). OSCE salaries are exempt from taxation in Austria. Social benefits will include possibility of participation in the Cigna medical insurance scheme and the OSCE Provident Fund. Please note that appointments are normally made at step 1 of the applicable OSCE salary scale.

How To Apply

		If you wish to apply for this position, please use the OSCE's online application link found under https://jobs.osce.org/vacancies. The OSCE retains the discretion to re-advertise/re-post 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. Only those applicants who are selected to participate in the subsequent stages of recruitment will be contacted. Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/states. 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 note that for this position the OSCE does not reimburse expenses such as travel in connection with interviews, tests, visas and relocation. Please be aware that the OSCE does not request payment at any stage of the application and review process.