The incumbent provides secretarial and clerical services to the Head of Mission (HoM); provides administrative support for meetings, briefings and conferences and acts as focal point for the office. More specifically, the incumbent will be responsible for:
1. Provides secretarial and assistant services
a) Maintains the personal schedule of and makes appointments for the HoM b) Arranges meetings and workshops chaired by the Head of Mission/Centre, notifying participants about the date and time and if required, provides participants with background information on the subject matter; c) Responsible for the process management of the paper flow of the Office of the HoM, collecting, booking in, copying, distribution, filing of documents including policy, confidential and general correspondence; d) Receives visitors, places and screens phone calls and answers queries with discretion; e) Receives, screens, logs and routes correspondence, attaches necessary background information and maintains follow up system, f) Drafts on own initiative or under instructions correspondence, documents and reports, some of which are highly confidential; g) Checks outgoing correspondence for accuracy, conformity with overall policy or specific instructions prior to presentation to the Head of Centre’s signature; h) Keeps lists of names, addresses and telephone numbers of external counterparts such as Embassies, international organizations, NGO’s and Liaison Offices; i) Makes travel arrangements for the HoC for official travels, prepares Official Travel Authorizations, ensures that visas, vaccination certificates etc.. are in order and complete the all the necessary forms. Also prepares Leave Requests and deals with requests for official representation for Office of HoM; j) Translates for HoM when requested.
2. Organizational and Administrative Duties
a) Organizes VIP visits, drafts and arranges the programs of the visits, co-ordinates with all parties involved ( Departmental representatives, security, transport) in a manner suitable and optimal for all parties; b) Books hotel rooms/ arranges accommodation, arranges official dinners/lunches and makes all necessary bookings; c) Participates in the organization and preparation of visitor of staff meetings, books conferences or meeting facilities, sets up conference rooms, provides background materials, accompanies visiting teams when required; d) Liaises with external counterparts to exchange or obtain information, to set up meetings or to ensure the flow of documents. e) May brief or train junior /newly appointed office staff. f) Performs other duties as assigned
Necessary qualifications • Completed secondary education, supplemented by secretarial, commercial or other relevant training;
• A minimum of 4 years of office work experience preferably with an international organization;
• Very good organizational skills, attention to details;
• High sense of confidentiality;
• Good interpersonal skills and tact and discretion;
• Pleasant personality and good interpersonal skills
• Very good knowledge of English, Uzbek and Russian (oral and written) languages; knowledge of other official OSCE languages would be an asset;
• Computer literate with practical experience with Windows applications and other office software packages.
• Ability to work with people of different nationality, religion and cultural background.
Remuneration Package Remuneration is established in accordance with OSCE PCUz salary scale (G5 post). Appointment is normally made at step 1 of the applicable OSCE salary scale. At the discretion of the appointing authority a higher step may be approved up to a maximum of step 3 subject to specific conditions. The post is a fixed-term post with limited duration (up to end of maternity leave).
If you wish to apply for this position, please use the OSCE’s online application link found under by 9 December 2018. https://jobs.osce.org/ Only short-listed candidates will be notified. The position is open for the Uzbekistan citizens only. No consideration will be given to the late applications. 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. Please be aware that the OSCE does not request payment at any stage of the application and review process.