Administrative Assistant (G5)

OSCE Office for Democratic Institutions and Human Rights (ODIHR)

Application deadline: 15 April 2024 

Background: 

This is an extra-budgetary position within the project “Stronger Democratic institutions in Eastern Partnership Countries”, an ODIHR project supported and funded by the EU, that is currently envisaged to last four years. The candidate should indicate the commitment to be available for the whole duration of the project. 

The OSCE has a comprehensive approach to security that encompasses politico-military, economic and environmental, and human aspects. It therefore addresses a wide range of security-related concerns, including arms control, confidence- and security-building measures, human rights, combating human trafficking, national minorities, democratization, policing strategies, counter-terrorism and economic and environmental activities. All 57 participating States enjoy equal status, and decisions are taken by consensus on a politically, but not legally binding basis.  

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.  

The Administrative Assistant’s post is located in the Democratization Department within ODIHR. Democratization Department works in the areas of rule of law, democratic governance and gender, migration and freedom of movement, and legislative support. Within this context, the “Stronger Democratic institutions in Eastern Partnership Countries” project will  implement activities covering all these thematic areas in EU Eastern Partnership Countries with a view to bolstering systems of democratic governance, based on the respect of rule of law and human rights, increase public trust in institutions, encourage more representative government, inclusive and participatory political and decision-making processed, all of which contributes to more effective responses to ongoing crises and builds resilience to future ones.  

Tasks and Responsibilities: 

Under the overall supervision of the Project Officer the selected candidate will provide administrative and technical support in implementing project activities, by performing the following functions and duties:  

1. Providing background project information and keeping track of pending matters, and responding to moderately complex information requests and directing queries to appropriate personnel;
2. Drafting routine correspondence (both on administrative and substantive project matters) based on the existing patterns, templates or practice, such as terms of reference and background notes; putting them into adequate style, language and format; proofreading documents and editing texts for accuracy, grammar, punctuation and style in accordance with standard practices;
3. Consulting to clarify the application of relevant policies and procedures; retrieving information on administrative matters and the project from the SAP modules which have been designed to support results-based management;
4. Using ERP, initiating and following up on actions related to recruitment of consultants, training and study tours, purchase of equipment, payments, travel authorizations requests/claims and dealing with all related inquiries;
5. Performing administrative tasks such as arrangements for meetings and other events, reservations, research for information and reference material; preparing requests/documents, e.g. requisitions, travel requests/authorizations, expenditure authorizations, visa applications; putting in place the necessary IT equipment and assisting in its operation, etc.
6. Maintaining an up-to-date filing system (both paper and electronic) and databases related to work.
           

For more detailed information on the structure and work of the Office for Democratic Institutions and Human Rights, please see: https://www.osce.org/odihr
 

Necessary Qualifications:

• Completed secondary education; training in office administration, protocol, records management or similar;
• Minimum four years of working experience in office administration;
• Thorough understanding of office procedures and practices, preferably in a multicultural environment;
• Experience in project administration, providing support to managerial/professional staff and using administrative skills to assist in the execution of project development and implementation;
• Digital literacy and proficient use of Microsoft Office (Outlook, Word, Excel), internet;
• Experience with an ERP software is an asset;
• Prior knowledge of OSCE or other UN common system organizations’ administrative systems and procedures would be an asset;
• Excellent oral and written communication skills in English. Working knowledge of Russian would be an asset;
• Ability to work with people of different nationalities, religions and cultural backgrounds;

Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.

Remuneration Package:

Monthly remuneration, subject to social security deductions, is approximately PLN 8,200. 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. 

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.

The mandatory retirement age at the OSCE is 65 years for contracted positions at the general service, professional and director level. The Organization shall apply an age limit of 63 years at the time of appointment as the incumbent selected is normally expected to carry out the contractual obligation of two years.