Senior Secretary to The Chief Monitor (G6), OSCE Special Monitoring Mission to Ukraine, Kyiv

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

Country: Ukraine

City: Kyiv

Office: OSCE in Kyiv, Ukraine

Closing date: Thursday, 26 August 2021

Background:

The OSCE Special Monitoring Mission to Ukraine is looking for highly qualified, motivated and experienced Ukrainian professionals for the position Senior Secretary to the Chief Monitor with its Head Office in Kyiv. The OSCE is committed to achieving a better balance of women and men within the Organization.

NOTE: This is a short-term position; expected duration of appointment/assignment is about of 5 months and 29 days.

All qualified applicants are strongly encouraged to apply online, using the OSCE online application link http://www.osce.org/employment/.

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://www.osce.org/uk/special-monitoring-mission-to-ukraine.

Tasks and Responsibilities:

The Senior Secretary provides secretarial, clerical and administrative services to the Chief Monitor including acting as the focal point for all secretarial matters concerning the office; is responsible for meeting/event management hosted by the Office of the Head of Mission including protocol matters; in charge of document/correspondence flow and record keeping; and co-ordinates the work of junior support staff.

The incumbent may be required to work non-traditional hours and periodically on weekends.

Under the direct supervision of the HoM, provides the following services:

Maintaining the personal schedule of and makes appointments for the Chief Monitor (HoM);
Preparing meetings and events hosted by the Office of the Head of Mission, ensuring protocol is followed for high-level meetings, accompanying visitors, when required, co-ordinating in-house submission of required meeting documents, liaised with participants on invitations and related information, ensuring logistics for meetings/events, venue set-up, and makes all necessary bookings for official dinners/lunches/receptions;
Responsible for guiding document flow in the office, i.e. collating, copying, distributing, and filing of documents;
Ensuring that documents and correspondence for signature have prior been reviewed by all relevant offices and conform with OSCE/SMM standards, formatting, and administrative practices; responsible for the proper formatting of documents before submission for signature, and returning documents to originating offices for completion, amendment or correction, if necessary;
Receiving, screening, logging and routing correspondence, attaching necessary background information and maintains a follow-up system;
Making arrangements for official travel, prepares Official Travel Authorizations and Travel Claims, ensures that all the necessary travel documents, e.g. visas, vaccination certificates etc., are in order; arranges accommodation and transport;
Screening telephone calls and directs them as appropriate and with discretion;
Drafting on own initiative or under instruction non-substantive correspondence, some of which may be highly confidential;
Maintaining contact lists of government officials, the international community in country, local and national as well as out-of-country stakeholders;
Preparing basic written translations or interprets verbally for HoM;
Distributing and coordinating the work of and briefs or trains junior/newly appointed office staff;
Performing other duties as required by HoM.

Necessary Qualifications:

Ukrainian citizenship or holding permanent resident status in Ukraine;
Secondary education or Higher Training in Secretarial Studies;
Minimum 6 years of working experience in a large national or international administrative setting with practical experience in secretarial, clerical or administrative work with coordination functions;
Professional fluency in the English, Ukrainian and Russian languages, both oral and written;
Knowledge of implementing projects and organizational skills;
Computer literacy with practical experience with Windows and Microsoft applications;
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;
Demonstrated gender awareness and sensitivity, as well as the ability to integrate a gender perspective into tasks and activities;
Cultural sensitivity and judgment.

Remuneration Package:

Monthly remuneration, subject to social security deductions is 1225.00 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.

For more details please visit the OSCE website employment section at http://www.osce.org/employment/. 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 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.

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.

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

Additional Information

Requisition ID: CHI000005

Contract Type: Short-term/Temporary Short-Term Monthly

Job Field: Administration & Support

Grade: G6

Location: OSCE Special Monitoring Mission to Ukraine, Kyiv

Posting Date: Aug 23, 2021

External Closing Date: Aug 26, 2021

Job Type: Contracted

Job Level: General Services

Employee Status: Short-Term

Schedule: Full-time

Education Level: High School Diploma / (GED)

Link to the organization’s job offer: https://unjobs.org/vacancies/1629739670739