Administrative Assistant at OSCE Special Monitoring Mission to Ukraine

The OSCE Special Monitoring Mission to Ukraine is looking for a Ukrainian professional for the position of Administrative Assistant for the Reporting and Political analysis Unit with its Head Office. The OSCE is committed to achieving a better balance of women and men within the Organization.

Tasks and Responsibilities:

Under the direct supervision of the Deputy Head of Reporting and Political Analysis Unit (RPU) and overall guidance by the Head of RPU the incumbent collects, assembles and maintains information and data from a wide variety of sources and ensures relevant information is available to support all technical and other reports and provides a full range of administrative support for the Unit. The incumbent is responsible for performing the following tasks:

1.      Designs, updates and maintains appropriate electronic and hard copy document filing systems for the Unit activity coordination and project development, implementation, monitoring and evaluation; collects, assembles and maintains information and data from a wide variety of sources; provides administrative support to the reporting, political and trend analysis work of the Unit, including collecting and recording information and assigning the information to specific technical issues and subject matters, and ensures relevant information is available to support all technical and other reports.
2.      Extracts and prepares data and information and sends it to other support offices for the preparation of tables, graphs, etc. for inclusion in regular and ad hoc reports and presentation materials.
3.      Makes travel arrangements for RPU staff, consultants and meeting attendees; provides administrative and logistical support for the organization of meetings and other events; keeps minutes from meetings and drafts event reports, updates and maintains current registers and files; schedules meetings and appointments  and receives visitors, places and screens telephone calls and answers queries with discretion.
4.      Provides administrative and clerical support; prepares procurement request forms for expenditures; prepares all other forms and paperwork as required by the Fund Administration Unit. Explains new administrative procedures, including documentation requirements, for new seconded and professional staff and provides guidance.
5.      Handles logistical aspects, including accommodation, transportation, office supplies, conference rooms, materials, editing and printing, equipment, etc.
6.      Makes unofficial translations of correspondence and documents from English into Ukrainian or Russian languages and vice-versa.
7.      Performs other tasks as assigned

Necessary Qualifications:

–          Ukrainian citizenship or holding permanent resident status in Ukraine;
–          Secondary education supplemented by formal studies in secretarial/administrative techniques or languages;
–          At least four years of relevant working clerical/secretarial/administrative experience, proven typing and word processing abilities;
–          Professional fluency in English, Ukrainian and Russian languages, both, written and oral;
–          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.

For more details please visit the OSCE website employment section. 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.
The deadline for Applications: 22 September 2019

For more detailed information on the structure and work of the OSCE Special Monitoring Mission to Ukraine, please see https://www.osce.org/special-monitoring-mission-to-ukraine.

Initial duration of assignment for this post is for a period of 12 months, with a possibility of extension, subject to a subsequent OSCE Permanent Council Decision to extend the mandate of the Mission.

2019-08-31 2019-09-22T00:00:00+03:00 Full time / Повна зайнятість TELECOMMUTE Ukraine OSCE Special Monitoring Mission to Ukraine