| Background |
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The OSCE Special Monitoring Mission to Ukraine is looking for highly qualified, motivated and experienced Ukrainian professionals for the position of Senior Secretary with its main Office in Kyiv. The OSCE is committed to achieving a better balance of women and men within the Organization.
Initial duration of appointment is for 12 months, subject to a subsequent OSCE Permanent Council Decision to extend the mandate of the Mission.
All qualified applicants are strongly encouraged to apply online, using the OSCE online application link http://www.osce.org/employment/.
Please note that applications received after the deadline, submitted in different formats than the OSCE Application Form or in other languages than the English language will not be considered.
For more detailed information on the structure and work of the OSCE Special Monitoring Mission to Ukraine, please see http://www.osce.org/ukraine-smm.
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| Tasks and Responsibilities |
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The Senior Secretary – under the direct supervision and guidance of the Director of Administration and Finance – provides clerical and administrative support to the Director of Administration and Finance and his Office. The Senior Secretary works in close collaboration with and support to the Planning and Co-ordination Officer of Administration and Finance. More specifically the incumbent will perform the following duties:
- Maintains the personal schedule and makes appointments
- Prepares meetings and events hosted by the senior official; co-ordinates in-house submission of required meeting documents; liaises with participants on invitations and related information; takes minutes of the meetings; ensures logistics for meetings/events, venue set-up; and makes all necessary bookings for official dinners/lunches/receptions;
- Responsible for the management of document flow, i.e. collating, copying, distributing, and filing of documents; managing all incoming correspondence, including all e-mails to the Director, registering and following-up on actions requested and distributing to relevant Units/persons as needed;
- Ensures that documents and correspondence for signature have prior been reviewed by all relevant offices and follow with OSCE/SMM standards, formatting, and administrative practices; responsible for the proper formatting of documents before submission for signature, and returns documents to originating offices for completion, amendment or correction, if necessary;
- Makes arrangements for official travel, prepares Official Travel Authorizations and Travel Claims, ensures that all the necessary travel documents, e.g. visas, vaccination certificates etc., are in order; arranges accommodation and transport;
- Screens telephone calls and directs them as appropriate and with discretion; arranges outgoing phone calls for the Director in a way that is compatible with other priorities;
- Drafts on own initiative or under instruction non-substantive correspondence, some of which may be highly confidential;
- Maintains contact lists of government officials, the international community in country, local and national as well as out-of-country stakeholders;
- Prepares basic written translations or interprets verbally for senior officials when necessary;
- Performs other duties as required.
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| Necessary Qualifications |
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- Ukrainian citizenship or holding permanent resident status in Ukraine;
- Completed secondary education or Higher Training in Secretarial Studies mandatory;
- Minimum 4 years of working experience in a large national or international administrative setting with practical experience in senior secretarial or clerical work with coordination functions in a fast paced environment with rapidly changing agendas;
- Professional fluency in the English, Ukrainian and Russian languages, both oral and written;
- Strong organizational skills, ability to work with numbers and accuracy in keeping a filing and records system;
- Computer literate with practical experience with Microsoft Office applications (Word, Outlook, PowerPoint, Excel);
- High level of discretion and ability to work in a confidential environment;
- Demonstrated ability and willingness to work as a member of a team, with people of different cultural and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity.
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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 988.00 Euro/month. Social benefits will include participation in the Cigna health insurance scheme and social security / 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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For more details please visit the OSCE website employment section at http://www.osce.org/employment/. All qualified applicants are strongly encouraged to apply online, using the OSCE online application link.
Please note that applications received after the deadline, submitted in different formats than the OSCE Application Form or in other languages than the English language will not be considered.
The OSCE is committed to diversity and inclusion within its workforce, and encourages the nomination of qualified female and male candidates from all national, religious, ethnic and social backgrounds.
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.
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