| Background |
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The OSCE Programme Office in Dushanbe is looking for a highly qualified, motivated and experienced professional for the position of Senior Payroll Assistant for its Office in Dushanbe. |
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| Tasks and Responsibilities |
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Under the direct supervision of the National Human Resources Officer, the incumbent assists with administration of entitlements in ORACLE system and monthly payroll preparation performing the following duties:
Payroll Administration:
- In coordination with National Human Resources Officer prepares monthly payroll for submission to final approval by CFA and for staff salary/final payments;
- Enters monthly payroll’s deductions such as mobile private calls, private OSCE vehicle usage, Board and Lodging Allowance, local property surveys etc.;
- Updates/changes payment methods, payment instructions submitted by Mission Members. The incumbent is fully responsible for processing MMs payment instructions and the amounts which will be paid in cash or transferred to bank accounts; Ensures that all Payment Method forms with Bank detail information are filled out properly containing all necessary information;
- Processes salary/BLA advances for all staff. Enters information on salary and BLA advances in ORACLE; Insures that BLA/salary advances are paid out in compliance with Staff Instruction No. 02/2003;
- Enters supplier/employee information into the ORACLE. Ensures that all supplier forms are filled out properly containing all necessary information. Forwards new supplier/employee requests for approval;
- Administrates and enters into ORACLE staff overtime records. Maintains the information on Compensatory Time Off (CTO);
- Prepares monthly Labour Distribution (LD) forms for ExB and short-term staff; On regular basis and in coordination with Budget Assistant verifies the correctness of account codes used;
- Prepares relevant repost from ORACLE, responsible for payroll/personnel related statistics.
Personnel Administration:
- Maintains archives of the Human Resources Section;
- On a daily basis checks personal files of Mission Members and introduces a timely follow-up system of collecting relevant documentation;
- Maintains and follows internal policy guidelines that are relevant to personnel administration, i.e. New Staff Regulations and Rules, Organizational Directives, Administrative Instructions and other official documentation;
- Maintains and updates official status files, IN/OUT processing briefing documents and forms, job descriptions by ensuring the adherence to the established filing system;
- Maintains the ORACLE Human Resources (HR) database by updating data related to Mission Members assignment start date, end date; keep track of the maximum period of service;
- Centralizes, checks and assists staff for the completion of Cigna claims and processes the Cigna payments through the Treasury;
- Co-ordinates the distribution and return of Performance Appraisal Forms; enters information into ORACLE;
- Processes contract extensions in ORACLE;
- Maintains and monitors the Leave records (special leave without pay and CTO) for all Mission Members;
- Ensures that Leave Entitlements of International staff processed in ORACLE;
- Attends the Section’s meeting, chaired by the CFA/National Human Resources Officer. Participates in HR;
- Monthly report of payroll activities;
- Assists with submission of classification request for new ExB posts;
- Prepares and issues OSCE Red books and IDs for new arrived International and National staff;
- Acts as replacing person during absence of HR Assistant. Performs responsibilities of the “Buyer” in the system in cases when replacement required;
- Ensures that all SSA requests are in accordance with Staff Rules and Regulations. Issues SSAs contracts and all others, if required, and forwards them to the Chief Fund Administration for his/hers approval;
- Raises SR (Service Requests) for extensions of IRMA responsibilities of IRMA users;
- Performs other tasks, as required by the supervisor.
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| Necessary Qualifications |
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- Completed secondary education supplemented by formal studies/training in accountancy, administration and human resources;
- Minimum 6 years’ experience in accountancy, administration and human resources preferably in an international organizations;
- Computer literate with practical experience and knowledge of MS Office with advanced skills in Excel and graphics;
- Demonstrated proficiency in data management and statistical analysis with experience in a similar position;
- Excellent written and oral communication skills in English and Russian and Tajik languages;
- Ability to work with people of different nationalities, religion and cultural backgrounds;
- Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.
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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 894.50 EUR. Social benefits will include participation in the Cigna medical insurance scheme and the OSCE Provident Fund. |
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| How To Apply |
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If you wish to apply for this position, please use the OSCE's online application link found under https://jobs.osce.org/. ONLY ONLINE APPLICATIONS WILL BE CONSIDERED, offline applications received by email, post etc. will not be accepted. Please note that the vacancy is open for competition only amongst nationals of Tajikistan.
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 national, religious, ethnic and social backgrounds to apply to become a part of the organization.
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