Background:

The post is located in the Human Dimension Department (HDD) Management team within the OSCE Mission to Bosnia and Herzegovina (Mission). In addition to this post, the HDD Management (HDDM) team comprises the following posts: Head, HDD (P5); Deputy Head, HDD (P4); Senior Project Officer (S2); and a separate, yet closely related, Senior Executive Assistant (G6) position. While both Senior Executive Assistant roles are integral to HDD Management, they each have unique responsibilities, contributing distinct functions to support the Department’s objective.

The primary purpose of the role is to provide administrative, organisational and programmatic support to HDDM focusing on the smooth handling of correspondence, task assignment, and document organization. The Senior Executive Assistant contributes to the achievement of HDD objective by prioritizing and tracking communications, organizing meetings and managing calendars, drafting and editing documents, and maintaining a structured electronic filing system. The role also offers input on procedural matters to support the improvement of office processes and provides translation and language editing services as needed. Through these efforts, the Senior Executive Assistant helps facilitate clear communication and operational efficiency in line with OSCE guidelines and policies.

Tasks and Responsibilities:

Under the direct supervision of the Deputy Head, HDD (P4), and the overall supervision of the Head, HDD (P5), the successful candidate will be tasked with the following duties:

1. Conducting regular and consistent screening, review, and prioritization of incoming correspondence to ensure timely and appropriate action is taken, including both matters internal to the Department and those generated by other parts of the Mission and external counterparts addressing HDDM. Identifying items that require immediate attention, flags urgent matters, and maintaining a comprehensive, up-to-date to-do list that includes required actions, status updates, and deadlines. Diligently tracking each item through to completion, following up as needed to ensure that all required actions are addressed promptly and thoroughly, thereby supporting efficient operations and effectiveness of department in meeting its objectives;

2. In line with internal office guidelines and supervisor direction, assigning relevant tasks to the appropriate programmatic sections and field offices, and ensuring the timely collection, synthesis, and harmonization of required inputs. Developing and maintaining a robust tracking system to monitor progress of assigned tasks, proactively and regularly sending reminders and following up on deadlines to ensure that departmental feedback is delivered promptly to relevant parties. Responding to incoming inquires with the appropriate level of attention and discretion, referring to subject matter experts and/or taking suitable actions, as needed, to ensure accurate and timely responses;

3. Drafting routine and non-routine correspondence in English and local language, preparing working documents, summarizing relevant documents and background material, and providing translation, as needed. Conducting research for information and reference materials. Reviewing and editing outgoing documents to ensure correct style, language, and formatting. Proofreading for accuracy, grammar, punctuation, and style, aligning with OSCE guidelines and standards. Providing feedback and guidance on approved documents and ensuring they are delivered to the appropriate recipients;

4. Performing a variety of administrative tasks, including maintaining calendars, organizing meetings, travel, and events, notifying participants of meeting dates and times, drafting agendas and providing background information on the topics to be discussed, booking and setting up meeting facilities, welcoming and accompanying visitors, screening phone calls, and providing other necessary administrative and logistical support in line with internal office guidelines and protocols. Preparing and processing relevant requests and forms and ensuring their timely approval;

5. Establishes and maintains comprehensive office records to support efficient operations and information retrieval. Ensures that the electronic filing system is consistently updated and organized by systematically saving final versions of all incoming and outgoing correspondence. Files documents on shared drives and platforms in a well-structured format, promoting easy access and alignment with organizational standards for document management and compliance. Serves as the main point of contact on document archiving practices and procedures.

For more detailed information on the structure and work of the OSCE Mission to Bosnia and Herzegovina, please see: https://www.osce.org/mission-to-bosnia-and-herzegovina.

Necessary Qualifications:

• Completed secondary education, supplemented by formal studies in secretarial, administrative, or languages fields;
• A minimum of six (6) years of working experience related to high-level administrative support with substantial programme/project coordination responsibilities, preferably acquired in an international organization/environment;
• Thorough understanding of office procedures, practices and organisational protocols, preferably within an international organization or in a multicultural environment;
• Experience in providing support to managerial/professional staff and using advanced administrative skills to assist in the execution of programme development and work implementation;
• Exceptional organizational skills with a meticulous approach to detail and quality, ensuring high standards in all deliverables;
• An outstanding work ethic, resilience, and a proactive, positive attitude towards achieving goals under tight deadlines;
• Strong analytical and problem-solving skills with the ability to anticipate challenges and take proactive action, ensuring the seamless operation of the office;
• A dedicated, customer-service-oriented mindset and ability to work in a confidential environment and maintain a high level of discretion when handling sensitive information;
• Experience in project support with strong skills in planning, tracking, and reporting to meet organisational objectives;
• Experience in translating, summarising, and synthesizing complex documents to facilitate decision-making;
• Ability to conduct research and extract relevant information from a variety of sources;
• Computer literate with practical experience using Microsoft applications, internet, spreadsheets, and databases;
• Professional fluency in English and in local languages with excellent communication (both oral and written) skills.

Remuneration Package:

Monthly remuneration, subject to social security deductions is 2,645.59 BAM/month. Social benefits will include participation in the Cigna health insurance scheme and the OSCE Provident Fund.

Appointments are normally made at step 1 of the applicable OSCE salary scale. At the discretion of the appointing a higher step may be approved up to a maximum of step 3 subject to specific conditions.

This position is open to citizens and permanent residents of Bosnia and Herzegovina only.

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.

Candidates interviewed and found suitable in the recruitment process for this vacancy notice will be placed on a roster of suitable candidates (valid for three years) for fixed-term posts, should a suitable opportunity arise. The placement on a roster does not guarantee a future appointment or assignment.

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 OSCE appointments are subject to medical clearance.

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 62 years at the time of appointment as the incumbent selected is normally expected to carry out the contractual obligation of two years.

Please be aware that the OSCE does not request payment at any stage of the application and review process.