Human Resources Assistant at OSCE Special Monitoring Mission in Ukraine

Tasks and Responsibilities:

Under direct supervision of the National Human Resources Officer and overall supervision of the Chief of Human Resources, the incumbent is responsible for providing interpretation of the OSCE Staff Rules, Regulations and Instructions, providing advice and administrative support to the mission members on HR matters, maintaining absence records and verifying leave balances for all Mission staff, , entering and maintaining data of the Mission members in Oracle. The incumbent works in the organization unit with 3 other HR Assistants and 2 Senior HR Assistants.

The incumbent is responsible for the following duties:

1. Providing interpretation of OSCE Staff Rules and Regulations, Staff Instructions; delivering HR introduction part of the Mission Induction Course for newcomers, both national and international’; providing advice and administrative support as required to international and national MMs on general administrative matters related to standards of remuneration, OSCE Social Security Scheme and Provident Fund, working hours, leave entitlements as well as procedures for leave application; continuously interacts with staff and listens to their concerns/comments on relevant HR issues, bringing them to the attention of management where necessary;
2. Monitoring and verifying leave balances and leave requests through the request approval and tracking system (RATS), Oracle-based HRMS and in the paper format depending on the request type; maintaining accurately and timely updated absence records in the OSCE HRMS for all mission staff;
3. Monitoring and administering MM’s benefits and entitlements, complying with the OSCE Staff Rules and Regulations and other OSCE instructions, collecting information and recording data in Oracle-based HRMS, while assuring accurate recording and correct payroll results;
4. Preparing HR statistical reports and other HR staff data analytics using Oracle-based HRMS and MS Excel spreadsheets, creating and maintaining HR check-lists;
5. Preparing documents of the international Mission members for the Ministry of Foreign Affairs (MFA) of Ukraine regarding issuance, extensions and expirations of diplomatic cards; preparing application forms, collecting passports and arranging delivery of all documentation to the MFA; collecting issued cards and registered passports from the MoFA and delivering to staff;
6. Preparing and issuing certificates of employment for current and former Mission Members Liaising with the Insurance Company regarding specific health insurance cases regarding issuing letters of guarantee of payment, etc.;
7. Providing administrative support for the annual performance evaluation process, entering, maintaining and updating data in the IRMA system related to contract extensions for seconded Mission Members as per instructions received from OSCE Secretariat/DHR/Personnel Section, including personal data and employment information/contract details etc.;
8. Maintaining filing system in the Human Resources Office by creating files for new Mission members, ensuring that all personnel files are continuously maintained, updated and safeguarded in permanent custody and in locked cupboards according to the relevant staff instruction;
9. Performing other duties as required.

Necessary Qualifications:

The candidates should have the following minimum qualifications:

• Ukrainian citizenship or holding permanent resident status in Ukraine;
• Completed secondary education supplemented by formal training in administration/office work, HR administration;
• Minimum 4 years of working experience in Administration, in particular personnel matters and leave administration preferably in an international set up;
• Computer literate with practical experience in Microsoft Office applications, knowledge of Oracle applications desirable;
• Professional fluency in the English, Ukrainian and Russian languages, both oral and written;
• Computer literate with practical experience in Microsoft Office applications, solid knowledge of Excel Spreadsheets, Pivot Tables and Power Point; knowledge of Oracle-based applications desirable;
• 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;
• Demonstrated gender awareness and sensitivity, as well as the ability to integrate a gender perspective into tasks and activities;
• Flexibility and ability to work under pressure and with limited time frames.

Remuneration Package:

Monthly remuneration, subject to social security deductions is 1,029.00 Euro/month. Social benefits will include participation in the Cigna health insurance scheme.

Full time OSCE Special Monitoring Mission in Ukraine