For more detailed information on the structure and work of the OSCE Programme Office in Nur-Sultan, please see: https://www.osce.org/programme-office-in-nur-sultan
Tasks and Responsibilities: Under the direct supervision of the Head of Programme Office (HPO) or the Deputy Head of Programme Office (DHPO) as applicable, provides the following services:
Maintains the personal schedule of and makes appointments for the HPO or DHPO;
Arranges meetings and workshops chaired by the HPO or DHPO notifying participants about the date and time and if required, provides participants with background information on the subject matter; also participates in the organization and preparation of visitor or staff meetings, books conference or meeting facilities, sets up conference rooms, provides background materials, accompanies visiting teams when required; Liaises with external counterparts to exchange or obtain information, to set up meetings or to ensure the flow of documents;
Responsible for the process management of the paper flow of the Office, collecting, booking in, copying, distribution, filing of documents including policy, confidential and general correspondence; Also follows up, on behalf of supervisor on the implementation of the work of other units or execution of instructions given;
Filters and receives visitors, places and screens phone calls and answers queries with discretion;
Receives, screens, logs and routes correspondence, attaches necessary background information and maintains a follow up system;
Drafts on own initiative or under instructions correspondence, documents and reports, some of which are highly confidential; Checks outgoing correspondence for accuracy, conformity with overall policy or specific instructions prior to presentation to the HPO or DHPO signature;
Maintains lists of names, addresses and telephone numbers of Government officials, local media representatives and of Senior Officials in International Organizations, NGO’s and Liaison Offices;
Makes travel arrangements for the HPO or DHPO for official travels, prepares Official Travel Authorizations, ensures that visas, vaccination certificates etc. are in order and complete the all the necessary forms. Also prepares Leave Requests and deals with requests for official representation for the HPO or DHPO Office;
Organizes VIP visits, drafts and arranges the programs of the visits, co-ordinates with all parties involved (Departmental representatives, security, transport) in a manner suitable and optimal for all parties;
Whenever required books hotel rooms/arranges accommodation, arranges official dinners/lunches/official receptions and makes all necessary bookings;
Participates in the organization and preparation of visitor or staff meetings, books conference or meeting facilities, sets up conference rooms, provides background materials, accompanies visiting teams when required; Liaises with external counterparts to exchange or obtain information, to set up meetings or to ensure the flow of documents;
Distributes, coordinates the work, briefs or trains junior/newly appointed office staff;
Translates or interprets for HPO or DHPO when necessary;
Performs other duties as required
Necessary Qualification:
Education: Secondary education supplemented by formal studies in secretariat, or in International Relations/Affairs, Business administration or other related fields.
Experience: Minimum 4 years of working experience in a national or international large administrative set up with practical experience in senior secretarial or clerical work with coordination type of functions.
Computer literate with practical experience in Microsoft packages. Theoretical and practical work experience in collocating and processing information, administration, time management, secretarial duties. Knowledge of modern office procedures and of OSCE principles and structure and policy. Experience in dealing with high-ranking officials.
Languages: Excellent written and oral communication skills in English, Russian and local (Kazakh) languages.
Other: Ability to work with people of different nationalities, religions and cultural backgrounds.
Remuneration Package: Monthly remuneration is EUR 1,211. Social benefits will include participation in the Cigna medical insurance scheme and the OSCE Provident Fund.
Appointments are normally 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 link https://jobs.osce.org/vacancies . Deadline for all applications is 17 May 2021. No applications will be considered after the deadline. Only short-listed candidates will be contacted.
Please note that CVs and other applications submitted in different formats than the OSCE Application Form will not be reviewed. 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.
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.
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