Administrative and Meetings Assistant (G5)
Miejsce pracy: WarszawaOSCE Office for Democratic Institutions and Human Rights (ODIHR)
Application deadline: 5 November 2021
Background:
The grade of the post is subject to Unified Budget 2022 approval.
The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. The ODIHR’s activities are implemented in 57 participating States in accordance with the ODIHR’s political mandate. Among the ODIHR’s main fields of activity are election observation and large number of assistance projects in the areas of democratic institution building, the rule of law and human rights.
ODIHR is led by a Director and assisted by two Deputy Directors. The FDD supervises the Heads/Senior Advisers of the Elections, Democratization, Human Rights, Tolerance & Non-Discrimination and the Contact Point for Roma and Sinti Issues. Within Direction & Policy the FDD supervises the Project Co-ordinator and the Human Dimension Meetings Officer. The incumbent works within Direction & Policy and is supervised by the First Deputy Director.
Tasks and Responsibilities:
Under the direct supervision of the FDD, the incumbent provides ongoing administrative, co-ordination and logistical support to the office of the FDD, and supports the organization of the five annual OSCE human dimension meetings:
1. Providing administrative, co-ordination and logistical support to the office of the FDD.
- Maintaining an overview of the administrative work of the FDD’s office to ensure that timely administrative support is provided in general and specialized areas. This involves timely communication and coordination with other organizational units requiring the supervisor's approval on certain documents.
- Preparing correspondence or justifications in the form of emails or letters from verbal instructions as required on general administrative or specialized tasks that may be of a confidential nature within assigned area of responsibility.
- Performing initial check of the completeness of documents.
- Arranging appointments, coordinates deadlines and maintains FDD's calendar, receives high-ranking visitors, places and screens telephone calls and answers queries with discretion.
- Arranging meetings, both internal and external, some involving high-ranking officials, and takes minutes and/or notes at meetings.
- On FDD behalf coordinating and consolidating input from ODIHR departments for relevant Direction & Policy tasking.
- Searching office files and records relating to a variety of topics for information and references.
- Making travel arrangements for the FDD.
- Raising Procurement Requests for expenditure of the Direction & Policy; certifying that the services/goods have been received.
- Performing informal translations from/into Russian/Polish/English.
2. Providing support and input into organizing mandated human dimension meetings.
- Taking the operational lead with regard to the online conference registration system, accreditation, official lists of participants; interpretation, travel arrangements for human dimension meetings.
- Drafting and sending formal correspondence, including NVs and visa letters, in conformity with ODIHR and diplomatic protocol and style rules.
- Liaising with and providing information, as well as organizational and logistical support to speakers, moderators and participants with regards to the organization of the human dimension meetings.
- Ensuring that all required services are delivered as agreed and liaising in this regards with the OSCE secretariat, in particular with its Language and Conference Services, as appropriate.
- Making travel arrangements for the Human Dimension Meetings Unit, and for key speakers, moderators, NGO representatives and interpreters at human dimension events.
- Providing administrative on-site support during human dimension meetings in Warsaw.
- Reviewing and evaluating operational issues during human dimension events, identifying operational problems, and recommending changes to services.
3. Performing other duties as required.
Necessary qualifications:
- Completion of secondary education. Supplementary training or university courses in office skills, administrative procedures and project administration are desirable.
- A minimum of four years of relevant experience, with at least two years of work experience within an international organization, including on protocol-related issues, and in organizing inter-governmental conferences and meetings.
- Written and oral fluency in English, Polish and Russian are essential. Knowledge of other OSCE languages is highly desirable.
- Computer literate with the ability to operate word processing equipment, to use spreadsheet applications, ability to maintain databases, knowledge of Internet; familiarity with the Content Management System is a strong advantage.
- Ability to work independently and skills to master office routines. Ability to work in an organized way with information, attention to detail and accuracy in maintaining databases and filling systems.
- Well-developed communication skills, diplomacy and tact in dealing with people from diverse national and cultural backgrounds is essential in the job.
Remuneration Package:
Monthly remuneration, subject to social security deductions, is approximately PLN 6,900. OSCE salaries are exempt from taxation in Poland. Social security will include participation in the Cigna medical insurance scheme (current approximate deduction for a staff member is 56 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.
Appointments are normally made at step 1 of the applicable OSCE salary scale.
How to apply:
If you wish to apply for this position, please use the OSCE's online application link found under https://vacancies.osce.org.
The OSCE retains the discretion to re-advertise/re-post 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.
Only those candidates who are selected to participate in the subsequent stages of recruitment will be contacted.
Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see https://www.osce.org/participating-states.
The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization.
Candidates should be aware that OSCE officials shall conduct themselves at all times in a manner befitting the status of an international civil servant. This includes avoiding any action which may adversely reflect on the integrity, independence and impartiality of their position and function as officials of the OSCE. The OSCE is committed to applying the highest ethical standards in carrying out its mandate. For more information on the values set out in OSCE Competency Model, please see https://jobs.osce.org/resources/document/our-competency-model.
Please note that for this position the OSCE does not reimburse expenses such as travel in connection with interviews, tests, visas and relocation.
Please be aware that the OSCE does not request payment at any stage of the application and review process.
