Administrative Officer 24.11.2017

  • Added Date: Tuesday, 14 November 2017
  • Deadline Date: Friday, 24 November 2017

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OSCE Special Monitoring Mission to Ukraine
International Seconded
General Staff / Monitoring Functions
Middle management
Donetsk , Luhansk
3 November 2017
24 November 2017
General Minimum Requirements

The general minimum requirements for working with the OSCE are:

  • Excellent physical condition
  • Possession of a valid automobile driving license and ability to drive using manual transmission
  • Ability to cope with physical hardship and willingness to work extra hours and in an environment with limited infrastructure
Field of Expertise Requirements

The general minimum requirements for working in this field of expertise are:

  • Demonstrable organizational skills
  • Proven ability to communicate effectively, both orally and in writing
  • Demonstrable interpersonal skills and documented experience in negotiations
  • Depending on the field activity's mandate, significant prior experience in relevant fields such as international customs practices and procedures, law enforcement, and military observations and arms control may also be required
  • Negotiating experience, preferably in the area of monitoring operations and/or related activities
Level of Professional Competence Requirements

Furthermore, this level of responsibility requires the following:


Advanced education/certified training course in a relevant field desirable


Minimum 6 years of relevant, diversified and progressively responsible professional experience including at least 3 years at the management level relevant to the actual position

Mission Specific Requirements

Additionally, this particular post has specific requirements:


  • Proven record of effective management of logistics, supply, transport and storage operations;
  • At least six years of relevant professional experience, preferably in an operational environment;
  • Ability to establish contact and constructive relations with local population and officials;
  • Ability to cope with physical hardship and willingness to work extra hours and in an environment with limited infrastructure; proven resilience to high stress environments;
  • Professional fluency in the English language, both oral and written, and the ability to communicate clearly and concisely;
  • 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;
  • Ability to operate Windows applications including word processing, Excel and email.


  • Possession of a valid automobile 'Class C' driving licence;
  • Working knowledge of Ukrainian and/or Russian language(s);
  • Experience in facilitating dialogue and applying mediation skills in practice.

Initial duration of appointment/assignment for this post is until 31 March 2018, subject to a subsequent OSCE Permanent Council Decision to extend the mandate of the Mission.

If applicable, deployment is subject to attendance to and successful completion of pre-deployment training and assessment.

As part of the recruitment process applicants must be determined as fit to work for the SMM prior to appointment/assignment, by completing a medical examination form and/or medical questionnaire, which will be assessed by a duly qualified medical practitioner appointed by the SMM.

Applicants are hereby notified that the Special Monitoring Mission to Ukraine (SMM) is designated by the OSCE as a nonfamily duty station. This designation is based on the fluid and dynamic working environment in the SMM and with due consideration to recommendations of the UN International Civil Service Commission. The currently prevailing working conditions in the duty station may include working in a hazardous location with extended hours of service, and possibly curtailed freedom of movement. Successful candidates who are appointed to locations deemed by the OSCE as hazardous will receive hazard pay. In addition, all successful candidates will be required to participate in the OSCE accident and life insurance scheme in accordance with the OSCE Staff Regulations and Staff Rules.

Tasks and Responsibilities

Under the direct supervision of the Director of Administration and Finance (FAU) and working in close co-ordination with the Patrol Hub management, the incumbent is responsible for the efficient administration of FAU functions in the field, ensuring quality and integrity of the FAU service delivery in his/her Area of Responsibility (AoR) and consistency in application of the OSCE Regulatory Framework.

The Administrative Officer will be the main point of contact between the FAU and Operations/Patrol Hub staff in the field. Through the supervision of FAU staff in the field and in consultation with relevant FAU Section Chiefs, the he/she will be responsible for the effective co-ordination of all logistic and administrative areas within the Patrol Hub. The incumbent will also supervise the work of general service and administrative support staff in his/her AoR.

The selected candidate may be deployed in the Donetsk or Luhansk region.

The Administrative Officer is responsible for:

  1. Playing a key role in the establishment and maintenance of effective relationship with the programmatic staff in the field, by providing professional customer-oriented service;
  2. Developing and implementing procedures consistent with the OSCE policy and practice to ensure efficient and proper use of resources;
  3. Prioritizing and resolving task-related competing demands.

In the area of logistics, procurement, Information and Communications Technology (ICT) and general services, the Administrative Officer is tasked with:

  1. Reviewing office space requirements and assisting in negotiating rental agreements; organizing maintenance and repair of the premises and equipment;
  2. Ensuring that ICT equipment is operational and that Mission Members are briefed on their use;
  3. Ensuring accurate inventory of the equipment and efficient and effective use of assigned assets and supplies; assisting field programmatic staff in planning and implementation of logistical aspects of projects and events;
  4. Providing the Hub management with advice on transport and ensuring efficient and effective use of transport resources including maintenance; ensuring that staff are briefed on all transport matters; checking new vehicles and ensuring the administration and integrity of the fleet management system;

Moreover, in the area of human resources/training, finance and general administration, the incumbent is responsible for:

  1. Ensuring the administration of financial consistency and uniform approach to FAU services in the field, as well as the adequate application of Financial Regulations, Rules and Instructions as well as internal control systems;
  2. Administering human resources activities including recruitment, performance appraisal, job classification reviews, separation of Mission Members, training, etc.;
  3. Providing staff with guidance on financial administration issues and practices;
  4. Overseeing identification of office technology needs and maintenance of equipment, co-ordinating enhancements as necessary;
  5. Supervising the team responsible for finance, travel and general administrative support;
  6. Reviewing and certifying travel requests, payment requests and invoices;
  7. Performing other duties as assigned.

For more detailed information on the structure and work of the OSCE Special Monitoring Mission to Ukraine, please see

The OSCE is committed to diversity and inclusion within its workforce, and encourages the nomination of qualified female and male candidates from all national, religious, ethnic and social backgrounds. Please note that nationals or permanent residents of the country of the duty station are not eligible to apply.

Candidates should, prior to applying, verify with their respective nominating authority to which extent financial remuneration and/or benefit packages will be offered.

Please apply to your relevant authorities several days prior to the deadline expiration to ensure timely processing of your application. Delayed nominations will not be considered.

This vacancy is archived.

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