Senior Secretary to the Chief Monitor at The OSCE Special Monitoring Mission to Ukraine

Background

The OSCE Special Monitoring Mission to Ukraine is looking for highly qualified, motivated and experienced Ukrainian professionals for the position of Senior Secretary to the Chief Monitor with its field office in Kyiv. The OSCE is committed to achieving a better balance of women and men within the Organization.

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

The Senior Secretary provides secretarial, clerical and administrative services to the Chief Monitor including acting as the focal point for all secretarial matters concerning the office; is responsible for meeting/event management hosted by the Office of the Head of Mission including protocol matters; in charge of document/correspondence flow and record keeping; and coordinates the work of junior support staff.

Under the direct supervision of the HoM, provides the following services:

• Maintains the personal schedule of and makes appointments for the Chief Monitor (HoM);
• Prepares meetings and events hosted by the Office of the Head of Mission; ensures protocol is followed for high-level meetings; accompanies visitors, when required; co-ordinates in-house submission of required meeting documents; liaised 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;
• Responsible for guiding document flow in the office, i.e. collating, copying, distributing, and filing of documents;
• Ensures that documents and correspondence for signature have prior been reviewed by all relevant offices 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;
• Receives, screens, logs and routes correspondence, attaches necessary background information and maintains a follow-up system;
• 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;
• 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 HoM;
• Distributes and coordinates the work of and briefs or trains junior/newly appointed office staff;
• Performs other duties as required by HoM.

Necessary Qualifications

– Ukrainian citizenship or holding permanent resident status in Ukraine;
– Secondary education or Higher Training in Secretarial Studies;
– Minimum 6 years of working experience in a large national or international administrative setting with practical experience in secretarial, clerical or administrative work with coordination functions;
– Professional fluency in the English, Ukrainian and Russian languages, both oral and written;
– Knowledge of implementing projects and organizational skills;
– Computer literacy with practical experience with Windows and Microsoft applications;
– 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;
– Cultural sensitivity and judgment.

Remuneration Package

Monthly remuneration, subject to social security deductions is 1176.00 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.

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.

2020-04-21T16:21:58.000 2020-05-12T23:59:59.000 Full time / Повна зайнятість OSCE Special Monitoring Mission in Ukraine