Senior Administrative Assistant
Miejsce pracy: WarszawaOSCE Office for Democratic Institutions and Human Rights (ODIHR)
Application deadline: 9 February 2022
Background:
This is an extra-budgetary position. The initial contract will be issued for a period of one year, with a possibility of extension subject to availability of extra-budgetary funds.
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. Director’s Office also includes Head of the Director’s Office/Senior Political Adviser and two Special Advisers.
Tasks and Responsibilities:
Under the direct supervision of the Head of the Director’s Office/Senior Political Adviser, the incumbent provides overall administrative assistance for the whole Management to support fundraising activities in the Office, in particular:
1. Prepares notes of meetings of the Director and his/her Advisors on a number of issues, including fundraising, researches and compiles relevant country related information for the Director and his/her advisors at their request.
2. Gathers information from the Project Co-ordination Unit (PCU) and other relevant contacts within the office on fundraising and other Extra-budgetary related office function and activities, and summarises the relevant information for the Director, Head of the Director’s Office/Senior Political Adviser as well as the Special Advisers, for their perusal in meetings and during official visits.
3. Assists the Director’s Office by reviewing agenda items of meetings linked to liaising with donors, fundraising activities etc., screens subject files to retrieve information on a given topic and compiles documents for inclusion in briefing package; aides the Head of the Director’s Office/Senior Political Adviser and the Special Advisers in co-ordination and preparation of the files for the Director’s duty travels as well as their own.
4. Supports the Head of the Director’s Office/Senior Policy Adviser as well as the Special Advisers in administrative tasks, including organization of travel.
5. In co-ordination with Executive Assistant arranges meetings of the Director, Head of the Director’s Office/Senior Political Adviser and the Special Advisers, receives guests for the Director and his office and prepares the relevant administrative and protocol procedures, supports the Director and his office in questions of protocol and organisation of meetings with external interlocutors.
Necessary qualifications:
- Completed secondary education,
- A minimum of six years of secretarial/administrative experience preferably in an international set up,
- Experience in collecting and synthesizing information needed as input for meetings and correspondence,
- Computer literacy with practical experience with Microsoft applications,
- Excellent written and spoken communication skills in English and Polish; knowledge of other OSCE languages, especially 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 8,445. 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.
