Background

The OSCE Special Monitoring Mission to Ukraine is looking for highly qualified, motivated and experienced Ukrainian professionals for the position Senior Secretary with its Head 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 https://www.osce.org/uk/special-monitoring-mission-to-ukraine.

Tasks and Responsibilities

Under the supervision of Chief of Staff (CoS), the Senior Secretary will provide secretarial, clerical and administrative services, while working in close co-ordination with the Senior Secretary to the Chief Monitor and other administrative staff with in the Office of the Head of Mission and other departments and units of the Head Office. More specifically, the Senior Secretary:

  1. Maintains the Chief of Staff’s personal schedule and makes appointments on their behalf;
  2. Carry out the administrative preparation of meetings and events hosted by Chief of Staff or by the Office of the Chief Monitor by liaises with participants on invitations and related information; ensures logistics for meetings/events, venue set-up; and makes all necessary bookings for official dinners/lunches/receptions;
  3. Maintains documents and files, i.e. collating, copying, distributing, and filing of documents;
  4. Ensures that documents and correspondence for signature have prior been reviewed by all relevant units and conform 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;
  5. Receives, screens, logs and routes correspondence, attaches necessary background information and maintains a follow-up system;
  6. 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;
  7. Screens telephone calls and directs them as appropriate and with discretion;
  8. Drafts on own initiative or under instruction non-substantive correspondence, some of which may be confidential;
  9. Maintains contact lists, such as for government officials, the international community in country, local and national as well as out-of-country stakeholders;
  10. Prepares basic written translations or interprets verbally for senior officials when necessary;
  11. Work closely with the Senior Secretary of the Chief Monitor and act as back-up when needed;
  12. Performs other duties as required.

Necessary Qualifications

  • Ukrainian citizenship or holding permanent resident status in Ukraine;
  • Completed secondary education or Higher Training in Secretarial Studies;
  • 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;
  • Professional fluency in English, Russian and Ukrainian languages, excellent written and oral communication skills in the mentioned languages;
  • Computer literate with practical experience in Microsoft Office applications;
  • Strong organizational skills, ability to work with numbers and accuracy in keeping a filing and records system;
  • Customer service oriented; ability to work in a confidential environment and maintain a high level of discretion;
  • 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 commitment to gender equality objectives as well as the ability to integrate a gender perspective into tasks and activities;
  • Cultural sensitivity and judgment.

Remuneration Package

Monthly remuneration, subject to social security deductions is 988.00 Euro/month. Social benefits will include participation in the Cigna health insurance scheme and the OSCE Provident Fund. Appointments are normally made at step 1 of the applicable OSCE salary scale.

How To Apply

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.