Administrative Assistant (VNODIG00244)

Background:

The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. ODIHR is active throughout the OSCE area in the fields of election observation, democratic development, human rights, tolerance and non-discrimination, and the rule of law. ODIHR’s assistance projects and other activities are implemented in participating States in accordance with ODIHR’s mandate.


Tasks and responsibilities:

The incumbent works as the Administrative Assistant within the Common Services Section of ODIHR and performs the duties of an Assistant to the Second Deputy Director (SDD) under the direct supervision of the Second Deputy Director. The incumbent serves as initial contact point for all issues related to the administration of the office and staff and as first-line information provider for internal and external queries concerning administrative issues. More specifically, he/she will perform the
following duties:

I. Administrative/secretarial assistance to the Second Deputy Director (SDD):
- performing initial check of the completeness of documents presented for the SDD's approval; performing follow up on clarifications required for the approval and instructing the staff members on the proper administrative procedures;
- providing clarifications at the request of staff members, on the changes in administrative rules and internal procedures (that is, an administrative Help Desk function);
- serving as a focal point for the improvement and maintenance of the templates for administration procedures used within ODIHR;
- managing supervisor’s calendar of meetings and appointments; preparing business trips, making travel and hotel reservations, arranging visas, if required.

II. Administrative support to the office:
- keeping on file and assures timely renewal of agreements with the regular services providers;
- managing the Administrative Web-site, uploading regulatory documents;
- organizing security training for new staff members;
- arranging requests for registration and insurance of the office vehicles; following-up on accident reports and insurance claims involving office vehicles; keeping records of parking permissions; maintaining documentation concerning office and employees’ cars and following up on necessary actions. Liaising with the MFA and Polish authorities concerning issuance of Polish driving licences for foreign staff; providing information on Polish driving law;
- providing logistic support in organizing Elections of Staff Representatives at ODIHR;

III. Administrative Focal Point for the Logistics and Security Unit:
- serving as an emergency contact person for the staff and part-time duty officer; providing back-up for the Administrative Officer as Emergency Control Officer.

- raising Procurement Requests for expenditure of the Unit; obtaining supervisor’s and unit’s budget assistant’s approval; following up on the status of requests, certifying that the services/goods have been received;
- operating integrated information systems (spreadsheets, databases);
- maintaining and updating contact lists;
- drafting correspondence, e-mails, memoranda and reports. Tracking documents flow, channelling documents for action, making sure that the appropriate action is taken, monitoring for deadlines; assuring proper registration of outgoing correspondence into ODIHR archives;
- maintaining policy, confidential and general files; classifying and coding material relating to a number of subject-matter areas, assuming overall responsibility for the General Services and Conference Support Unit’s filing system (hard copy and electronic);
- searching office files and records relating to a variety of topics for information and references. Selecting information and records in specified format or on the basis of general instructions for use by others in preparing reports, correspondence, technical papers, project or programme plans and general reference documents;
- preparing informal translations and may act as interpreter; arranging for official translations when required;
- arranging meetings, both internal and external, some involving high-ranking officials, drafting schedules of meetings and serving as note-taker at meetings; receiving visitors; answering telephone calls and other queries with discretion;
- performing other duties as assigned.

Necessary Qualifications:

- Completed secondary education, proven shorthand and typing abilities.
- Four years of administrative/clerical experience.
- Knowledge of automated office procedures.
- Sound knowledge of computer applications (word-processing equipment, spreadsheet applications and ability to enhance/maintain simple databases).
- Ability to work independently and ability to master office routines.
- Good organizational skills, attention to detail and accuracy.
- Excellent command of English (including very good drafting skills) and Polish language to deal with local authorities, knowledge of other OSCE languages desirable.
- Excellent communication skills with persons of different nationalities, cultures and grade-levels.

Remuneration:

Monthly remuneration, subject to social security deductions, is approximately 5,900 PLN. OSCE salaries are exempt from taxation in Poland.

Social security will include participation in the Vanbreda International medical insurance scheme (current approximate deduction for a staff member is 35 Euro) and OSCE Provident Fund. The Organization contributes an additional amount equivalent to 15% of the employee's salary to this pension-style fund while the employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations Common System for general services employees.


How to apply:

If you wish to apply for this position, please use the OSCE's online application link found under http://www.osce.org/employment/13108.html.

Only the OSCE on-line applications will be accepted and short-listed applicants contacted.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/about/13131.html.

The OSCE is committed to achieving a better balance of women and men within the Organization. Female candidates are particularly encouraged to apply.

Please note that in the event of invitation for interview, the OSCE is unable to reimburse costs incurred.

Application deadline: 29 March 2010.