Administrative Assistant, Warsaw, Poland

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

Country: Poland

City: Warsaw, Poland

Office: OSCE Warsaw

Closing date: Tuesday, 15 June 2021

The majority of positions in OSCE field operations are filled by secondment, which means that individuals are nominated by their respective OSCE participating State. In addition, a limited number of seconded positions are available at the OSCE Secretariat and the institutions.

Issued by

OSCE Office for Democratic Institutions and Human Rights

Vacancy number VNODIG00872 Vacancy type Local Contracted Field of expertise Administration and Support Grade G4 Number of posts 1 Duty station Warsaw Date of issue 26 May 2021 Deadline for application 15 June 2021 - 23:59 Central European Time (CET/CEST)


The initial contract will be for one year, renewable until the project ends. The expected duration of the project is until 2023 and the selected candidate should commit to being available for the duration of the project. The OSCE has a comprehensive approach to security that encompasses politico-military, economic and environmental, and human aspects. It therefore addresses a wide range of security-related concerns, including arms control, confidence- and security-building measures, human rights, combating human trafficking, national minorities, democratization, policing strategies, counter-terrorism and economic and environmental activities. All 57 participating States enjoy equal status, and decisions are taken by consensus on a politically, but not legally binding basis. The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. ODIHR’s activities are implemented in 57 participating States in accordance with ODIHR’s mandate. Among ODIHR’s main fields of activity is election observation as well as a large number of assistance projects in the areas of democratic institution building, the rule of law and human rights. The Election Department is managing a large-scale, extra-budgetary (EXB) project "Support to Electoral Reforms in the Western Balkans", which requires designated staff to plan and implement project activities between 2021 and 2023.

Tasks and Responsibilities Under the direct supervision of the Project Co-ordinator (Elections) and overall guidance by the Deputy Head of the Election Department, the incumbent provides the necessary travel, logistical and administrative, and clerical support for the preparation and implementation of the project. The incumbent performs the following functions for the project: 1. Making travel arrangements for staff, contracted experts and attendees of the project events, including:

Arranging for cost-effective travel connections, making multiple bookings, hotel reservations, local transportation and insurance, where applicable;
Preparing all necessary financial documentation related to the travel (eOTA input, TEC forms, Purchase Requisitions (PR)) and where necessary invoices and operational advance and representation documentation;
Informing travelers about travel arrangements and OSCE Rules and Regulations governing eligibility;
Identifying visa needs and making all necessary arrangements with MFAs, embassies and consular offices. Drafts Notes Verbales in support of visa requests and obtains appropriate signatures:

Assisting travelers to complete travel reconciliations in a timely manner;
2. Carrying out logistical and administrative tasks in relation to the planning and implementation of the project, including:

Preparing Special Service Agreements (SSA) for experts and submitting them for approval;
Functioning as a contact point for the procurement requirements for the project; co-ordinating procurement actions with the Procurement Unit of ODIHR and assisting them in gathering offers, ordering and receiving goods and services for the project;
Assisting experts in preparing requests for payment presented for the Project Co-ordinator (Elections) approval, forwards paperwork to ODIHR’s Finance Unit for payment, monitors the flow and follows up (communicating with experts regarding receipt of payment);
Travelling to the region as required;
3. Providing administrative and logistical support for the organization of meetings, seminars, round tables and conferences organized in the context of the project;
4. Performing a variety of clerical and administrative tasks;
5. Performing other related duties as assigned.

For more detailed information on the structure and work of the OSCE Office for Democratic Institutions and Human Rights, please see

Necessary Qualifications

Completed secondary education;
At least three years of clerical/secretarial/administrative experience, preferably with international organizations;
Computer literacy with practical experience with Microsoft applications;
Excellent oral and written communication skills in English; knowledge of language(s) spoken in the project’s geographical area would be an advantage;
Tags administrative assistant civil servants elections electoral gender perspective human rights procurement reconciliation rule of law trafficking

Ability to work with people with different national, religious or cultural backgrounds;
Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.

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 approximately PLN 5,800. OSCE salaries are exempt from taxation in Poland.

Social security will include participation in the Cigna medical insurance scheme (current approximate deduction for a staff member is 56 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.

Appointments are made at step 1 of the applicable OSCE salary scale.

How To Apply

If you wish to apply for this position, please use the 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 those applicants 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

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.

Applicants should be aware that OSCE staff/mission members are international civil servants and may not accept instructions from any other authority. The OSCE is committed to applying the highest ethical standards in carrying out its mandate. The OSCE subscribes to the following core ethical standards or values: integrity, diversity, commitment and accountability.

Please be aware that the OSCE does not request payment at any stage of the application and review process.

Link to the organization’s job offer: