Administrative Assistant (G4) -Roster Call

Background:

1.    The work of the OSCE Programme Office in Bishkek (POiB) focuses on a range of security issues, from countering terrorism, border security and transnational threats such as human trafficking, to economic development of the country’s provinces, strengthening efforts to combat corruption on all levels, as well as supporting the reform of the justice sector, implementation of election reform, gender equality and building open and resilient societies.
2.    The post is located in one of the departments within the OSCE Programme Office in Bishkek. It is a short-term post that is currently envisaged to last one year.

Main Purpose

To provide administrative and technical support in implementing project activities, including organizing technical co-operation and capacity-building events, supporting process delivery, the development and maintenance of databases, and providing project administration support.
Working under moderate supervision, the Administrative Assistant provides clerical and administrative support and facilitates process delivery in project administration by performing tasks that require the selection, interpretation and assembly of information and data for the execution of recurring patterns of work, as well as operating office equipment and computer applications, based on knowledge of standard practice and requiring a choice of methods to use.

Work Relationships

The Administrative Assistant reports to the National Officer, while the Head of the Department acts as the second-level supervisor.
Internal contacts are mainly with various departments to obtain and clarify information related to project administration and to obtain approval of project documents, correspondence and expenditure, as well as to make administrative arrangements for the implementation of project activities. 

Key Functions and Results:

Under the overall supervision of the National Officer, the successful candidate will be tasked with the following duties:

1. Screening incoming correspondence and drafting replies for supervisor’s signature on non-technical aspects; providing relevant background/project information whenever necessary to supervisor(s); keeping track of pending matters, following up with other offices on deadlines.
2. Screening phone calls and visitors; responding to moderately complex information requests and inquiries as necessary, as well as referring queries to appropriate personnel for handling;
3. 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.
4. Consulting to clarify the application of relevant policies and procedures; retrieving information on administrative matters and the project as required.
5. 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.
6. 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.
7. Maintaining an up-to-date filing system (both paper and electronic) and databases related to work.

Minimum Requirements:

• Completed secondary education;
• Training in office administration, protocol, records management or similar would be an asset;
• Minimum three (3) years of working experience in office/project administration or other relevant administrative fields;
• 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 would be a strong asset;
• Digital literacy and proficient use of Microsoft Office (Outlook, Word, Excel) and the Internet;
• Experience with ERP software is an asset;
• Excellent oral and written communication skills in English and Kyrgyz/Russian languages;
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
• Ability and willingness to work as a member of team, with people of different cultural, and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity;

Remuneration Package:

Monthly remuneration, subject to social security deductions is 772.83 Euro/month. Social benefits will include Organization for Security and Co-operation in Europe participation in the Cigna medical insurance scheme.  

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.