Short-Term Administrative Assistant

Background:

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 of security-related concerns, confidence- and security-building measures. All 57 participating States enjoy equal status, and decisions are taken by consensus on a politically, but not legally binding basis. 

The OSCE High Commissioner on National Minorities (HCNM) promotes conflict prevention and integration of diverse societies. HCNM was established to identify and seek early resolution of ethnic tensions that might endanger piece, stability or friendly relations between OSCE participating States.  

HCNM is seeking to engage a motivated individual on a short-term temporary assistance basis to meet operational needs of the Office. 

The post is located in the South East Europe and West Section of the Office of the OSCE High Commissioner on National Minorities (HCNM). 

Working from the Hague at the duty station on a full-time basis is the preferred modality. 

Tasks and Responsibilities:

Under the overall guidance of the Senior Administrative Officer and direct supervision of the Senior Adviser/Head of Section, the successful candidate will be tasked with the following duties:

1. Provides secretarial and administrative support and, where relevant, travel, visa and programmatic support to the Section and within the HCNM office, including organizing events, supporting process delivery, the development and maintenance of databases of information, ensuring that relevant OSCE administrative rules, regulations and instructions (i.e. the CRMS) are observed;
2. Manages official travel arrangements, processes travel requests, books tickets, handles local transportation, processes travel expense claims, provides administrative and logistical support to official visits and meetings;
3. Ensures letters, files and materials meet the OSCE standards, searches for relevant information, takes minutes at meetings, and registers staff for events;
4. Contacts participants, sends invitations, arranges venues, conducts market research for services, manages travel arrangements, prepares event budgets and information materials;
5. Prepares visa documents, sends necessary communications, and files related documentation;
6. Manages written and email correspondence, updates files, and maintains section-related documents;
7. Receives visitors, liaises with suppliers and checks invoices;
8. Acts as backup for other administrative staff and the Secretary to the High Commissioner during absences or when needed;
9. Performs other tasks as required.

Necessary Qualifications:

• Completed secondary education, as well as specialized training in administration, secretarial and protocol areas

• A minimum of four years of working experience in secretarial, administrative or support functions

• Digital literacy and proficient use of Microsoft Office (Outlook, Word, Excel and PowerPoint), internet. Experience with an ERP software is an asset

• Professional fluency in English with excellent communication (both oral and written) skills; fluency in Dutch would be an asset

• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities

• Commitment; diversity; integrity; accountability

• 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 is approximately EUR 4,118 for this post. OSCE salaries are exempt from taxation in The Netherlands. Social benefits include the possibility of participation in Cigna medical insurance.

Appointments are made at step 1 of the applicable OSCE Salary Scale.

Appointments made to this vacancy are of a short-term temporary duration.

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 shortlisted candidates will be contacted.

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 the OSCE does not request payment at any stage of the application and review process.