| Background |
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The post holder under the direct supervision and guidance of the National Executive Officer provides receptionist, secretarial, protocol, administrative and clerical support of the Head of Mission (HoM) and Deputy Head of Mission (DHoM). The Senior Secretary acts as an interface with the Programme Office in Bishkek (POiB) and external counterparts; maintains a variety of office records, reference and information material; prepares files; and provides administrative support to meetings. |
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| Tasks and Responsibilities |
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- Acts as the first point contact, receives OHoM visitors, determines the nature of their business and provides appropriate information to National Executive Officer, DHoM and HoM; Takes responsibility for the process management of the paper flow of the Office, collecting, booking in, copying, distribution, filing of documents including policy and general correspondence;
- Cooperates with the Fund and Administration Unit and prepares Purchase Requests (PR) in IRMA for procurement of goods and services for the OHoM`s needs; prepares financial document such as payment requests and operational advances regarding OHoM expenses;
- Filters and screens OHoM phone calls and answers queries with discretion. Receives incoming correspondence, registers and digitalizes as applicable; re-directs the incoming mail to the mission members concerned;
- Maintains the personal schedule of and makes appointments for the DHoM and National Executive Officer; facilitates organization of regular general staff meetings and other meetings/trainings, including preparation of equipment and power point presentations. Helps with preparation of all presentations materials / handouts / official correspondence of the HoM;
- Maintains lists of names, addresses and telephone numbers of Government officials, local media representatives and of Senior Officials in International Organizations, NGO’s and Liaison Offices;
- Makes travel arrangements for the HoM, DHoM and National Executive Officer 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 the HoM or DHoM;
- Arranges of the high ranking protocol events of the POiB, preparing the minutes of the meeting and drafts OHoM correspondence as required;
- Serves as a back-up person for other local mission members in OHoM during their absence;
- Performs other related duties as requested.
For more detailed information on the structure and work of the OSCE Programme Office in Bishkek, please see: https://www.osce.org/programme-office-in-bishkek.
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| Necessary Qualifications |
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- Completed secondary education preferably complemented by training in secretarial or clerical skills;
- Four years of clerical, secretarial and administrative experience;
- Computer literate with practical experience in Microsoft packages;
- Excellent written and oral communication skills in English , Russian and in local language;
- Ability to work with people of different nationalities, religions 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 823.75 Euro/month. Social benefits will include Organization for Security and Co-operation in Europe participation in the Cigna medical insurance scheme and the OSCE 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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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 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. Please note that the vacancy is open for competition only amongst individuals with actual citizenship of the Kyrgyz Republic.
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 note that in the event of invitation for interview/test, the OSCE is unable to reimburse costs incurred. |