Background:

Please note that the vacancy is open for Kazakhstan nationals and permanent residents of Kazakhstan only.

The Travel Assistant is a part of the Fund Administration Unit and responsible for arranging travels, purchasing tickets for all Programmes, creating Purchase Orders (POs) for tickets, DSA, TA and other travel costs, reconciles ticket purchase and billing information; provides reports on all travel and travel related costs. The Travel Assistant serves as a focal point for visa processes including applications, receipt and payment, maintains travel related records, supports in planning of all travels of the Office’s staff. The Travel Assistant provides guidance on the self-booking tool for all staff and monitors its use.

Tasks and Responsibilities:

Under the overall supervision of the Chief of Fund Administration, the successful candidate will be tasked with the following duties:

1. For all staff and for non-OSCE officials makes travel arrangements and purchases tickets, including for entitlement travels for International Mission Members, following OSCE Staff Rules and Regulations and respective OSCE Instructions.
2. Prepares OTA, TEC, LRF forms, collects all necessary travel related forms and documentation for initiating and closing all travels for Office’s staff and sponsored travels. Coordinates with tickets providers all bookings of tickets and its changes, when necessary. Collects flight information from airline companies and travel agencies, and ensures the Mission flight information database is constantly updated, when required.
3. Creates Purchase Orders (POs) for tickets, DSAs, TAs, and other travel costs.
4. Prepares monthly reconciliation reports for tickets purchased from the local supplier and submitting them to the Travel Unit at the Secretariat.
5. Advises on visa issues, changes of rules established by air carriers and airports, changes in flight schedule. Assists and consults with visa application and necessary procedure for registration in migration authorities, when necessary. Consult on visa and registration matters, when necessary.
6. Maintains the Travel registry, archive accurately Mission Members’ documentation (including ID cards, passport copies and signed LRFs); registration and visa applications, Diplomatic/Service ID Cards for Mission Members, keeps track of expiry dates and ensure their timely extension.

For more detailed information on the structure and work of the OSCE Programme Office in Astana, please see: «OSCE Programme Office in Astana tendersglobal.net OSCE».

Necessary Qualifications:

• Completed secondary education.
• Minimum three (3) years of relevant working experience in the field of ticket purchases, travel arrangements or other related areas, part of which should be preferably in international environment.
• Established organizational, communication and interpersonal skills.
• Computer literate with practical experience in Microsoft Office applications.
• 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.
• Analytical and quantitative skills.

Languages:
Excellent oral and written communication skills in English and Russian languages, knowledge of Kazakh language is desirable.

Remuneration Package:

Monthly remuneration is EUR 848.33. Social benefits will include participation in the Cigna medical insurance scheme and the OSCE Provident Fund.
Appointments are normally made at step 1 of the applicable OSCE salary scale.

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.