Human Resources Assistant (G4) Short-Term Assignment

Background:

Under the direct supervision of the Human Resources Officer and the overall guidance of the Chief of Fund Administration, the incumbent performs the following support functions in adherence with the respective OSCE Instructions, Staff Regulations & Staff Rules, and in accordance with the Common Regulatory Management System (CRMS) requirements: assists in the Mission recruitment, payroll and human resources related activities; maintains close contact and co-operation with the Human Resources Officer, Chief of Fund Administration Unit, Mission staff and the respective focal points at the OSCE Secretariat; ensures implementation of the recommendations of the OSCE internal and external auditors.
 

Tasks and Responsibilities:

Under the overall supervision of the Human Resources Officer, the successful candidate will be tasked with the following duties: 

1. Recruitment Responsibilities:

    

   In co-ordination with the Human Resources Officer (HRO) assists in timely completion of the Standard Recruitment Process of the Mission, such as Fixed-term, Short-term, Daily staff positions as well as recruitment of Experts/Consultants and Interns, in line with the respective regulations and rules, and by thus provision of the effective recruitment support as follows:
   a) Assisting the HRO in preparing, editing, updating and issuing Vacancy Notices (VNs) in the ORACLE-based recruitment management system as well as in the OSCE official website; 
   b) Managing respective correspondence, queries and applications received at the relevant recruitment e-mail address; 
   c) Answering queries regarding recruitment procedures and sending standard responses to unsolicited applications; 
   d) Assisting the HRO with the pre-screening and evaluation of candidates;
   e) Preparing interview packages for board members, setting up interview rooms, administering written tests and assisting with organizing interviews, by compiling interview schedules, and liaising with hiring departments to co-ordinate relevant data;
   f) Contacting short-listed candidates and arranging all logistical arrangements to enable candidates to attend written assesments and interviews;
   g) Compiling interview folders for the board members and providing background information on candidates, making reference checks as appropriate and verifying educational credentials;
   h) Preparing recruitment statistics and final Selection Reports;
   i)  Acting as a Board Member and Secretary for General Service and Consultancy Service recruitments;
   j) Maintaining Mission’s Recruitment Archive.

    

2. Special Service Agreements Administration:

    

   Support the Mission in recruitment and contracting of Experts/Consultants to be hired under the Special Service Agreements (SSAs):
   a) Prior to approval of a Purchase Requisition (PR) along with the respective SSA Request and Terms of Reference (ToR), reviewing the files for accuracy and compliance with the respective SI#23 on SSA Administration;
   b) Reviewing Terms of References for accuracy, consistency, unambiguity and compliance with set forth instructions and circulars. Providing guidance, recommendations for correction and update of the ToR documents to the Office’s Programmatic staff;
   c) When required, proceeding with the standard recruitment procedures, such as posting VN for identification of the required Expert/Consultant. Upon VN expiry date ensuring smooth and timely recruitment procedure by finalising respective long-listing, organizing standard interviews and completing the process by preparing final Selection Reports as well as updating the ORACLE System respectively;
   d) Upon identification of the Expert/Consultant or acceptance of the offer by the identified specialist from the Mission’s Roster, creating Purchase Order (PO) document as well as respective SSA package; 
   e) Registering initiated by the Mission SSA processes into the ORACLE System, maintaining respective SSA Archive as well as Mission's Roster of Experts/Consultants and Translators/Interpreters.

    

   3. HR Administration:
   In co-ordination with the HRO maintaining Mission’s HR activities:
   a) Initiating Personnel Actions for appointment, extension of appointments/assignments and separations;
   b) Maintaining and updating Personnel Folders of the current Mission Members;
   c) Organizing and administering Mission’s Archive for separated International and Local Mission Members;
   d) Acting as a point of contact for interpretation/clarification of the OSCE Rules, Regulations and other HR related  common policies and procedures;
   e) Collating HR briefing packages for the new Mission Members;
   f) Drafting routine correspondence;

   
   g) Performing other duties as assigned.
    

For more detailed information on the structure and work of the OSCE Programme Office in Dushanbe, please see: http://www.osce.org/programme-office-in-dushanbe

Necessary Qualifications:

• Completion of secondary education supplemented by courses or formal trainings in recruitment, human resources, administration, finance or any other relevant field;
• Minimum of  four years of relevant working experience in Human Resources, Administration or Finance;
• Professional fluency in English with excellent communication (both oral and written) skills as well as in local languages;
• Computer literate with practical experience using Microsoft applications. Knowledge of the ORACLE computerized system would be an asset;
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
• Ability and willingness to work as a member of team, with people of different cultural, and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity.
   

Remuneration Package:

Monthly remuneration, subject to social security deductions is 750.17 EUR. Social benefits will include participation in the Cigna medical insurance scheme.

If you wish to apply for this position, please use the OSCE's online application link found under https://vacancies.osce.org/.

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. 

Only those candidates who are selected to participate in the subsequent stages of recruitment will be contacted.

Candidates interviewed and found suitable in the recruitment process for this vacancy notice will be placed on a roster of suitable candidates (valid for three years) for fixed-term posts, should a suitable opportunity arise. The placement on a roster does not guarantee a future appointment or assignment.

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

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.

Candidates should be aware that OSCE officials shall conduct themselves at all times in a manner befitting the status of an international civil servant. This includes avoiding any action which may adversely reflect on the integrity, independence and impartiality of their position and function as officials of the OSCE. The OSCE is committed to applying the highest ethical standards in carrying out its mandate. For more information on the values set out in OSCE Competency Model, please see https://jobs.osce.org/resources/document/our-competency-model.

Please note that for this position the OSCE does not reimburse expenses such as travel in connection with interviews, tests, visas and relocation.

Please be aware that OSCE appointments are subject to medical clearance. 

The mandatory retirement age at the OSCE is 65 years for contracted positions at the general service, professional and director level. The Organization shall apply an age limit of 62 years at the time of appointment as the incumbent selected is normally expected to carry out the contractual obligation of two years. 

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