Administrative Assistant - OSCE/ODIHR | Poland

Background   
The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. ODIHR is active in 57 participating States in the fields of election observations, democratic development, human rights, tolerance and non-discrimination and the rule of law.

ODIHR supports the 57 OSCE participating States and civil society in their efforts to effectively respond to hate-motivated crimes, to promote freedom of religion or belief, and to facilitate mutual respect and understanding. ODIHR work is focused on addressing specific forms of intolerance through multi-faceted programmes that address education, law enforcement, legislation, monitoring and the collection and dissemination of information. ODIHR builds the capacity of civil society to recognize and monitor hate crimes and to work on developing effective responses in their communities.
   
Tasks and Responsibilities   
The incumbent works under the direct supervision of the Deputy Head of Department and provides administrative/clerical and secretarial support, for the management and professional staff of the Tolerance and Non-Discrimination Department:

• Making travel arrangements for Department staff, contracted experts and meeting attendees; arranges for cost-effective travel connections, making multiple bookings, hotel reservations, local transportation and insurance, where applicable;
• Preparing all necessary financial documentation related to the Department’s travel (OTA and TEC forms, PR and where necessary invoices and operational advance and representation documentation). Monitors the flow of these documents until completed;
• Carrying out logistical and administrative tasks in relation to the planning and implementation of Department projects and activities which also includes prparation of Special Service Agreements (SSA) for experts and Implementing Agency Agreements (IAA) and submits them for approval; Raises the Procurement Requisitions and receives goods/services in the IRMA according the standard procedures;
• Assembling of financial and narrative reports submitted by experts and implementing agencies, forwards them for approval of project supervisors and the (delegated) Programme Manager and files reports both electronically and in hard copy, ensuring that all staff are aware of relevant deadlines;
• Providing secretarial support to the Head and Deputy Head of Department to include maintaining and updating the Office-wide and Departmental schedule of activities, including the calendars of the Head and Deputy Head;
• Performing related duties as assigned.

   
Necessary Qualifications  

• Completed secondary education, supplemented by formal secretarial and office procedures and administration training;
• Four years of clerical/secretarial/administrative experience preferably in an international environment with established experience in translation/interpretation.
• Excellent written and oral communication skills in English and Polish.
• Knowledge of Russian is highly desirable whilst knowledge of other OSCE languages is 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 6930 PLN. OSCE salaries are exempt from taxation in Poland.

Social security will include participation in the Vanbreda International medical insurance scheme (current approximate deduction for a staff member is 43 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.
 
   
How To Apply   
If you wish to apply for this position, please use OSCE’s online application link found underhttp://www.osce.org/employment .

The OSCE retains the discretion to re-advertise 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 the OSCE on-line applications will be accepted and short-listed applicants contacted.

The OSCE, as an equal opportunity organization, encourages female candidates to apply.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/who/83 .

No application fees or information with respect to bank account details are required by OSCE for our recruitment process.

Please note that in the event of invitation for interview, the OSCE is unable to reimburse costs incurred.