Wednesday, January 20, 2016


Vacancy Type: Local Contracted
Grade: G6
OSCE Mission/Institution: Office for Democratic Institutions and Human Rights
The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. ODIHR is active throughout the OSCE area in the fields of election observation, democratic development, human rights, tolerance and non-discrimination, and the rule of law. ODIHR's assistance projects and other activities are implemented in participating States in accordance with ODIHR's.
This position is one of two Senior Assistant positions in the ODIHR Human Resources Unit that works under the general supervisor of the Chief, Human Resources Unit responsible for all recruitment, personnel and payroll related matters for the office. The Senior Recruitment Assistant, in line with the staff rules and regulations, performs all administrative steps
required for the recruitment of interns, short-term and fixed-term staff at the ODIHR.
As a Senior Assistant in the ODIHR Human Resources Unit, the incumbent must also remain up-to-date on payroll, administration of entitlements, administrative procedures regarding leave management, Special Service Agreements and specific administrative procedures as it relates to Election Observation Missions.
Tasks and Responsibilities:
  1. Performing administrative tasks related to the recruitment process:
• Confirming a classified up-to-date job description exists for the post under recruitment; if required, co-ordinates with
the hiring department in updating or drafting a job description.
• Preparing vacancy notices and publishing them on the OSCE website and in the other sources relevant to the advertised post. Liaising with the OSCE Secretariat regarding all aspects of the vacancy notices, including issuing and re-issuing of the vacancy notices, extension of deadlines, etc. •
Ensuring that all applications are recorded and updated in Oracle system.
• Ensuring a complete recruitment file is prepared and forwarded to the hiring supervisor. Categorizing and performing preliminary screening i.e. “long lists” of General Services Staff applicants and assisting in compilation of “long lists” of Professional Staff as required by the supervisor. Making checks on the various international qualifications of the candidates and arranges translations as necessary.• Preparing interview schedule in co-ordination with board members taking into account availability of shortlisted candidates. Arranging interviews for short-listed candidates (and external board members), including videoconferencing or travel bookings. Compiling and distributing background information on candidates for review by the
Board members prior to the interviews. Administering written tests and in the case of secretarial and clerical tests carries out the evaluation of the tests. Checking candidates’ reference, as requested.• Acting as a Board Secretary (or/and as board member, if appropriate) for the interviews, preparing interview reports, submitting the report with all relevant appendixes for approval by ODIHR Director and OSCE Secretary General. • Upon closure of recruitment project, updating status of applicants in Oracle system. • Regularly compiling recruitment statistics and maintaining recruitment files/folders.• Acting as a focal point both for candidates and staff members in respect of queries concerning recruitment
procedures. Answering queries about employment opportunities.
• Supervising the recruitment related work of the Personnel Assistant(s).
  1. Co-ordinates the recruitment of temporary staff: this may include screening applications from the files of recent recruitments, matching skills of applicants with requirements of temporary posts, checking availability of applicants and inviting them for interviews, briefing candidates on conditions of the temporary assignments. Administering internship programme.
  2. Complementing Senior Personnel Assistant in preparing, introducing and verifying payroll data into Oracle system, including personal data of staff members and their dependants, contracts and allowances. Processing step increments, upgrades, transfers, etc. in Oracle. Ensuring that all entitlements are correctly implemented and recorded in accordance with the established payroll procedures. Enrolling staff members into the social security scheme.
  3. Briefing ODIHR staff members in the Professional and General Service categories upon appointment, transfer or separation, regarding salaries and related allowances, social security matters as well as a range of entitlements.
  4. Providing back up to the unit in administration related tasks for contracting consultants/experts (over 1000 per year), temporary local staff hired for election observation missions and ODIHR leave management.
  5. Performing other duties as requested.
Necessary Qualifications:
  • Completion of secondary education; post-secondary training in human resources related issue is highly desirable.
  • A minimum of six years of directly related experience, with at least one in an international organization. Advanced computer skills in word processing, spreadsheet and database software. Knowledge of Oracle is a distinct advantage. Knowledge of the local social security scheme (ZUS) is an asset.
  • Professional knowledge of English both spoken and in writing. Knowledge of Polish and Russian is desirable.
  • Excellent communication skills with the ability to express clearly procedures and regulations. Ability to handle difficult situations with tact and confidence. An ability to be discreet and retain confidentially.
Remuneration Package:
Monthly remuneration, subject to social security deductions, is approximately PLN 8,446. OSCE salaries are exempt from taxation in Poland. Social security will include participation in the Cigna International medical insurance scheme (current approximate deduction for a staff member is 46.5 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.

If you wish to apply for this position, please use OSCE’s online application link found under .
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 is committed to diversity and inclusion within its workforce, and encourages qualified female and male
candidates from all national, religious, ethnic and social backgrounds to apply to become a part of the
Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States,
No application fees or information with respect to bank account details are required by OSCE for our recruitment
Please note that in the event of invitation for interview, the OSCE is unable to reimburse costs incurred.

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