Administrative Assistant(s)
Miejsce pracy: WarszawaThe initial contract will be for one year, renewable until the project ends. The expected duration of the project is until March 2022 and the selected candidate(s) should commit to being available for the duration of the project.
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.
The Office’s Tolerance and Non-Discrimination Department is currently managing large-scale, extra budgetary project “Turning Words into Action” (WIA) which aims to ensure, that equal, inclusive and resilient societies across the OSCE region are free of all forms of discrimination and marginalization, and that civil society in the OSCE participating States can work effectively to advance democracy and human rights. ODIHR will therefore work with security and educational institutions in the OSCE participating States to provide effective responses to racism, xenophobia and discrimination.
The incumbents provide administrative and logistics support for the implementation of WIA project activities, including organizational and logistical preparation of meetings, relevant correspondence, and record-keeping, including that related to monitoring and reporting on the project. The incumbent supports the Project Officer, and provides back up administrative support for the TND Department.
For more detailed information on the structure and work of the OSCE Office for Democratic Institutions and Human Rights, please see https://www.osce.org/odihr.
Tasks and Responsibilities
The incumbents perform the following:
1. Making travel arrangements for the Project Officer, project staff, contracted experts and meeting attendees, including:
- arranging for cost-effective travel connections, making multiple bookings, hotel reservations, local transportation and insurance;
- preparing all necessary financial documentation related to project staff travel. Monitoring the flow of these documents until completed;
- informing travellers about travel arrangements and OSCE Rules and Regulations governing eligibility, including DSA rates, meal and hotel provisions, travel allowances and - -- visa requirements, assisting travellers to complete travel reconciliations in a timely manner;
2. Carrying out logistical and administrative tasks in relation to the planning and implementation of the project, including:
- preparing Special Service Agreements (SSA) for experts and submitting them for approval;
- in collaboration with (Assistant) Project Officer, assembling financial and narrative reports submitted by experts and implementing agencies, forwarding them for approval and filing reports both electronically and in hard copy;
- raising Procurement Requisitions and receiving goods/services in IRMA according to the standard procedures;
- maintaining and updates a database of contact data for national/local experts;
- co-ordinating activities with experts;
3. Providing administrative and logistical support for the organization of meetings, seminars, round tables and conferences (OSCE meetings, project partner and other meetings organized in the context of project);
4. Performing a variety of clerical and administrative tasks, including taking notes or prepares minutes of meetings, drafting correspondence and making unofficial translations of correspondence and documents from English into relevant languages and vice-versa in relation to the project activities;
5. Performing other related duties as assigned.
Necessary Qualifications
- Completed secondary education, supplemented by formal studies in administration, office organization, travel procedures;
- Four years of clerical/secretarial/administrative experience;
- Computer literacy with practical experience with Microsoft applications. Oracle experience is highly desired;
- Excellent oral and written communication skills in English; knowledge of language(s) spoken in the project’s geographical area or that of a group of people that the project is supporting would be an advantage;
- Ability to work independently;
- Accuracy and attention to detail;
- Ability to work with people with different national, religious or cultural backgrounds;
- Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.
Required competencies
core values
- Commitment: Actively contributes to achieving organizational goals
- Diversity: Respects others and values their diverse perspectives and contributions
- Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles
- Accountability: Takes responsibility for own action and delegated work
Core competencies
- Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization
- Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment
- Planning: Works towards the achievement of goals in a structured and measured manner
- Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions
- Initiative-taking: Proposes and initiates new ideas, activities and projects
- Flexibility: Responds positively and effectively to changing circumstances
Managerial competencies (for positions with managerial responsibilities)
- Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment
- Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them
- Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities
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 52 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 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://jobs.osce.org/vacancies.
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.
Only shortlisted applicants 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 national, religious, ethnic and social backgrounds to apply to become a part of the Organization.
Please be aware that the OSCE does not request payment at any stage of the application and review process.
Please note that in the event of invitation for interview, the OSCE is unable to reimburse costs incurred.
