Executive Assistant, G5

Background:

Please note that the vacancy is open for Kazakhstan nationals and permanent residents of Kazakhstan only.

According to its mandate, the OSCE Programme Office in Astana (the Office) is entrusted with supporting Kazakhstan in implementing OSCE principles and commitments in all three dimensions within the OSCE framework approach to co-operative security, and in the regional context.

The Office of Head of Mission (OHoM)/Office of the Head of Programme Office plays a key role in providing effective leadership/supporting the Office in the effective implementation of the mandate.

Under the direct supervision of the DHPO and the general supervision of the HPO, the incumbent will serve in the OHoM. The OHoM includes two international and two local employees: internationally recruited HPO and DHPO; locally recruited Executive Associate and
Office Assistant, and may make use of a Temporary Office Clerk depending on workload throughout the year.
Serves as principal executive officer between the Office’s OHoM, Programmes/Departments, as well as headquarters in Vienna, including the independent assigning of tasks and guidance provided by HPO/DHPO to the Programme/Department Managers for their timely execution and subsequently monitors their implementation, providing respective recommendations, advice, and reporting to HPO/DHPO and Programme/Department Managers.
Serves as the working-level contact point with the host country’s MFA (entrusted with coordinating the co-operation between the Office and host country authorities) under the supervision of the DHPO and overall guidance of the HPO. Communication may include
political and policy issues, as well as confidential information, and thereby contributing to the effective implementation of the Office’s mandate.
Leads the Office’s communications and visibility team that is made up of 4 focal points (one per Programme/Department) and independently manages the Office’s online presence in coordination with the Communications Unit in headquarters in Vienna. This includes planning,
creating, collaborating, sharing, and approving content on the Office’s official website and social media presences.

Tasks and Responsibilities:

Under the direct supervision of the DHPO and the general supervision of the HPO, the successful candidate will be tasked with the following duties:

1.Ensures the workflow of the entire Office as a principle executive contact point between the OHoM and other Programmes/Departments.
2. Prepares all policy-related materials for meetings of HPO/DHPO with government officials and diplomatic representatives, such as analytical and briefing/background papers, talking points,
speeches/interventions, as well as internal reporting documents, while ensuring their accuracy and further instructions to relevant Office’s staff, independently and under the supervision of the
DHPO and overall guidance of the HPO.
3. Attending high-level meetings of the HPO/DHPO with government officials and diplomatic representatives in the host country as well as other related ad hoc meetings related to the Office’s
mandate, and drafting summaries, notes, and reports for the attention of the Office’s management.
4. Monitors and conducts research of contextual and policy-related developments in the host country, including key developments related to the implementation of the Office’s mandate, and
producing analysis thereof to the HPO/DHPO as well as headquarters in Vienna, in an efficient and pro-active manner.
5. Conducts research on OSCE-related topics and compiling and co-ordinating inputs to various OSCE documents, thereby contributing to the work of the DHPO.
6. Compiles and supports the drafting of the Office’s monthly Activity Reports (as per its mandate) through co-ordinating and receiving inputs from Programme/Department Managers, compilation
and proof-reading of said inputs within established reporting formats.
7. Drafts sections of the Activity Reports related to activities of the HPO/DHPO, and clearance of final drafts of Activity Reports in co-ordination with headquarters and under the general guidance of the DHPO.
8. Supervises the organization and conduct of the Office’s internal management meetings, including the compilation of their agendas, production of their minutes, and oversees the further
distribution of tasks between the OHoM and Programmes/Departments, as well as monitoring their timely implementation, execution, and follow-ups.
9. Distributes and manages tasks within the OHoM amongst secretarial and support staff, including related to administrative matters (agendas of the HPO/DHPO, procurement, representational
expenses, travel arrangements and others), and oversees their timely implementation.
10. Leads the organization of high-level visits/events to the Office, including all protocol- and logistics-related matters, drafting and arranging agendas, necessary supportive materials, in coordination
with all parties involved.
11. Maintains working-level communication with the host country’s Ministry of Foreign Affairs on policy-related and political issues under the guidance of the DHPO.
12. Manages the Office’s communications and visibility efforts, including on its official website and social media presences, and plans, creates, and approves relevant content in collaboration with
relevant Office colleagues and headquarters.
13. Serves as the Office’s Record Management Focal Point, ensuring the maintenance of records management systems for the Office, as advised by headquarters, and provides training and advice
on records management tools.
14. Contributing to other Office-related tasks, or projects, as required, and preforming other related duties, such as participating in Office-related events.

For more detailed information on the structure and work of the Programme Office in Astana, please see: OSCE Programme Office in Astana | OSCE

Necessary Qualifications:

Required Values and Competencies
OSCE core values:
Commitment. Diversity. Integrity. Accountability.
OSCE core competencies:
Communication. Collaboration. Analysis & decision-making. Planning. Initiative taking. Flexibility.

Remuneration Package:

Monthly remuneration is EUR 1,211. Social benefits will include participation in the Cigna medical insurance scheme, current approximate deduction for a mission member is 35 Euro, and OSCE Provident Fund. The Organization contributes an additional amount equivalent to 15% of the employee's salary to this pension-style fund while the employee contributes 7.5%.

Please note that appointments are normally made at step 1 of the applicable OSCE salary scale.

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. Additional Information