Administrative Assistant, Kyiv, Ukraine

Organization: Organization for Security and Co-operation in Europe (OSCE)

Country: Ukraine

City: Kyiv, Ukraine

Office: OSCE in Kyiv, Ukraine

Closing date: Tuesday, 20 October 2020

Issued by: OSCE Special Monitoring Mission to Ukraine

Vacancy number: VNSMUG01106

Vacancy type: Local Contracted

Field of expertise: Human Resources Management

Grade: G4

Number of posts: 1

Duty station: Kyiv

Date of issue: 29 September 2020

Deadline for application: 20 October 2020 - 23: 59 Central European Time (CET/CEST)


The OSCE Special Monitoring Mission to Ukraine is looking for a Ukrainian professional for the position of Administrative Assistant for the Learning and Development Unit with its main Office in Kyiv. The OSCE is committed to achieving a better balance of women and men within the Organization.

Initial duration of appointment is for 12 months, subject to a subsequent OSCE Permanent Council Decision to extend the mandate of the Mission.

All qualified applicants are strongly encouraged to apply online, using the OSCE online application link //‘>http: //

Please note that applications received after the deadline, submitted in different formats than the OSCE Application Form or in other languages than the English language will not be considered.

For more detailed information on the structure and work of the OSCE Special Monitoring Mission to Ukraine, please see //‘>https: //

Tasks and Responsibilities

The incumbent provides administrative and clerical support in the planning and administration of SMM (Special Monitoring Mission) internal and external learning activities in line with internal Staff Instructions and in consultation with other SMM Units under the guidance of the Chief Learning and Development. More specifically:

1. Providing administrative, clerical and logistical support to all Learning and Development activities including but not limited to, the following:

Coordinating related logistics (transport, accommodation, etc.); preparing documentation such as Official Travel Requests/Authorizations and Travel Expense Claims as well as other necessary documentation;
Co-operating with the Procurement Unit and suppliers regarding procurement requests for training activities and ensuring all services are provided in timely manner and in sufficient quantity and quality;
Co-operating with all other Administration Assistants in SMM Units and Teams in relation to assuring efficiency of activities related to the administration of learning processes within the SMM;
Ensuring that the internal learning policy and standards related to administration of services for the quality of output are fully adhered to;
Following-up on necessary office supplies and preparing procurement requests: acts as focal points for requests for office supplies; preparing documentation required for the raising of Purchase Requests and Procurement Orders, including petty cash, where necessary through Oracle.

2. Assisting in preparation and delivery of services related to orientation courses for new mission members:

Liaising with other SMM Units to ensure all preparatory work for deployment is done (assets, HR documents, travel arrangements); Providing support and guidelines for new arrivals during induction activities when needed; Preparing handouts and other printed materials.

3. Assisting in drafting various training announcements and other correspondence;
4. Maintaining and assisting in learning records and filling system related to training events in IRMA;
5. Assisting in drafting of Learning and Development Unit’s day-to-day, monthly, periodical and ad-hoc reports, as required;
6. Attending administrative and training related meetings, preparing and distributing meeting minutes;
7. Performing any other task as assigned.

Necessary Qualifications

Ukrainian citizenship or holding permanent resident status in Ukraine;
Completed secondary education supplemented by formal training in administration or office organization;
Minimum of 3 years of relevant working experience, a substantial part of which should have been acquired in administering training activities and training procedures, databases and programmes;
Computer literate with practical experience in IRMA Oracle Training Module, Microsoft Office applications and other needed training software;
Professional fluency in English, Ukrainian and Russian languages, both, written and oral;
Demonstrated ability and willingness to work as a member of a team, with people of different cultural and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity;
Tags administrative assistant gender perspective human resources human resources management logistics oracle procurement ukrainian

Demonstrated commitment to gender equality objectives as well as the ability to integrate a gender perspective into tasks and activities;
Cultural sensitivity and judgment.

Required competencies

Core values

Commitment: Actively contributes to achieving organizational goals

Diversity: Respects others and values their diverse perspectives and contributions

Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles

Accountability: Takes responsibility for own action and delegated work

Core competencies

Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization

Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment

Planning: Works towards the achievement of goals in a structured and measured manner

Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions

Initiative-taking: Proposes and initiates new ideas, activities and projects

Flexibility: Responds positively and effectively to changing circumstances

Managerial competencies (for positions with managerial responsibilities)

Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment

Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them

Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities

Remuneration Package

Monthly remuneration, subject to social security deductions is 872.00 Euro/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.

How To Apply

For more details please visit the OSCE website employment section at //‘>http: // All qualified applicants are strongly encouraged to apply online, using the OSCE online application link.

Please note that applications received after the deadline, submitted in different formats than the OSCE Application Form or in other languages than the English language will not be considered.

The OSCE is committed to diversity and inclusion within its workforce, and encourages the nomination of qualified female and male candidates from all national, religious, ethnic and social backgrounds.

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.