Senior Secretary to the Head of Office (G5)

Background:

The OSCE Programme Office in Dushanbe promotes the implementation of OSCE principles and commitments, as well as the co-operation of the Republic of Tajikistan within the OSCE framework in all three dimensions. It is involved in a wide range of activities, ranging from counter-terrorism and border management projects to supporting cross-border markets and free economic zones, human rights, media development, and legal reform initiatives.

Tasks and Responsibilities:

Under the overall supervision of the Head of Office, the successful candidate will be tasked with the following duties:

1. Executive Support for the Office of Head of Office (OHoO):

• Screening telephone calls to the Head of Office, responding directly to queries or assisting caller by providing solutions or directing calls to the Head of Office or appropriate Officer within the Office; Bringing important correspondence, events and other information to the attention of the Head of Office;
• Organizing regular meetings of staff of the Office of the Head of Office to address any issues related to the overall performance of the Office; Drafting/responding to official correspondence on request from the HoO (also involves translation), providing other services and assistance to the Head of Office;
• Responding to official invitations on behalf of the Head of Office; Drafting of official letters and notes to the Ministry of Foreign Affairs and other governmental and international institutions/organizations;
• Making arrangements for the Head of Office’s travels (visas, tickets and other related documents); Assisting in arranging OSCE regional events including seminars, visits of the OSCE officials to the country; Receiving copies of all correspondence directed to the Head of Office to ensure follow-up and appropriate action taken;
• Ensuring that documents of particular relevance to the Head of Office are fully retrievable, including the Head of Office interventions, talking points and correspondence; Entering and keeping updated addresses in an electronic database; Based on the address database, performing mass-mailings (merged letters) on request; Performing interpretations from and to English, Russian as requested by the Head of Office;
• Translating official documents, letters and other materials; Daily updating of the Personnel Status Report; Updating of Forecast of events of the OSCE Programme Office in Dushanbe (POiD); Preparing weekly, monthly and yearly calendar of the events of the OSCE POiD; Responsible for entering Purchase Requisitions (PR) into the ORACLE system for the OHoO, preparing necessary documents for the Projects Realizations by OHoO Fund;

2. Maintenance of the Head of Office calendar:

• Creating and maintaining of electronic calendar of all events relevant to the OHoO and to the Office at large; Producing and disseminating, as appropriate, updated calendar overviews for the different categories of events. Calendar overview wil1 be produced in hard copy and in electronic version (e-mail and Intranet); Delivering calendar and programme printouts to the HoO on a regular/daily basis;
• Developing and maintaining system of actively updating calendar, including through obligatory input from Mission Members concerning their meetings and other relevant events; Maintaining system of reservation of briefing room as an integral part of the electronic calendar;
• Preparing weekly, monthly and yearly calendar of the events of the OSCE POiD; Co-ordinating Official Office’s Representational Functions;
• Co-ordinating tasks related to official Office of Head of Office representational events, such as receptions for diplomatic corps, visitors and other events, including notifying all relevant staff concerning food/refreshment or booking restaurants, sending out invitations, receiving acceptance/regrets etc.;
• Assisting in organizing meetings and conferences both internal and external. For internal meetings and conferences: to ensure that standard briefing material, name signs/tags (as appropriate Office welcome brochure, fact sheets, etc.) is available in the briefing room and distributed at table when required (actively checking what is required in connection with visits);
• Printing/copying and sampling customized briefing material; Preparing briefing material including maps/pictures with descriptive labels for electronic presentation (power point) as well as for overhead presentations; Maintaining liaison and cooperation with government officials, representatives of the Ministry of Foreign Affairs and representatives of political parties. Facilitating contacts and promoting information exchange.

• Responsible for creating and updating of physical and electronic archive of the OSCE POiD; Keeping recording and registering of all project documents, reports, speeches, incoming and outgoing letters/notes and documents related to OSCE POiD into the archive of the Office; Focal Point for the technical support during the visits.

For more detailed information on the structure and work of the OSCE Programme Office in Dushanbe, please see: https://www.osce.org/programme-office-in-dushanbe

Necessary Qualifications:

• Secondary education supplemented by formal courses in administrative functions and translation/interpreting is desirable;
• Four years work experience in administration, executive support or another related field, part of which should preferably have been in an international environment;
• Excellent oral and written communication skills in Tajik, English, and Russian languages;
• Ability to work efficiently and accurately to tight deadlines;
• Ability to work politely and co-operatively towards colleagues but with a maximum of discretion;
• Computer literate with practical experience with Windows applications and ORACLE and ERP applications;
• 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 892.75 EUR. Social benefits will include participation in the Cigna medical insurance scheme and the OSCE Provident Fund.

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. Please note that this position is open to citizens and permanent residents of Tajikistan only.

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.