Administrative Assistant (G5)

Background:

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

The Administrative Assistant is the focal point for providing necessary administrative and logistical support for all Programmes to ensure timely and accurate implementation of Office activities, including following accurate and timely services required for OSCE vehicles, records related to fleet management, as well as ensuring ICT infrastructure is in good condition and up to date. The Administrative Assistant is responsible for the effective and efficient management of procurement of office supplies, works/services for office premises needs, following fleet matters, ensuring timely support in Office’s activities, as well as advising all staff on optimizing administrative processes at the Office in line with respective OSCE Financial Instructions.

The Administrative Assistant is responsible for independently processing requests for preparing Purchase Order, contributing to tender processes by collecting price offers and communicating further with the selected suppliers on works/ services required for office premises. The Administrative Assistant is also responsible for procurement goods and services in a timely and accurate manner to ensure good working conditions of office premises and necessary office supplies. In addition, the Administrative Assistant is responsible for raising PRs for FAU needs and monthly administrative costs, following timely receiving, checking and submission for payment all invoices for administrative costs, like utilities, telecommunication, cargo and customs clearance, car parking, washing and repairing, etc. The Administrative Assistant follows all Purchase Orders for the Office to ensure timely closure and releasing funds.

Tasks and Responsibilities:

The Administrative Assistant serves as the focal point in the administrative, logistical, ICT, fleet management area, for the OSCE Programme Office in Astana, following OSCE CRMS, all OSCE Financial Instructions, and operating procedures. 

Under the overall supervision of the Chief of Fund Administration, the successful candidate will be tasked with the following duties:

1. Initiates and follows procurement of goods/works/services related to administrative costs at the Mission, ensuring its compliance with related OSCE regulations and respective Financial Instructions. Receives offers within tender processes and submits them to the Procurement/ Asset Management assistant for further checking and evaluation. Communicate further with selected supplies within low value and for complex purchases related to office needs, works/services required for office premises. Conduct market research for required goods/services, identifying potential suppliers. Maintains and updates the supplier database. Coordinates timely receiving of shipments, providing necessary documents for customs clearance and receiving cargo by the Office.
2. Creates Purchase Requisitions (PRs) for administrative costs, like utilities, telecommunication, cargo and customs clearance, car parking, washing and repairing, etc. and travel of administrative staff, creates and follows Purchase Orders (POs) for the Office to ensure timely closure and releasing funds. Enters new and implements updates for existing Suppliers in Oracle.
3. Enters data into fleet management software (fleet wave), ensuring timely and accurate updates for all Office vehicles. Follows and coordinates transfer of spare items, assets and office supplies to the storage, ensuring that all supplies and items are kept in the storage in good order.
4. Advises programme staff on administrative and logistics policies and procedures and ensures that all procurement actions are conducted in accordance with the OSCE regulations. Provides administrative and logistical support for the organization of meetings, seminars, roundtables and conferences, follow up on the office premises, ICT and fleet needs, ensures proper implementation of requested works/services within respective framework and follows vendor performance.
5. Acts as Fire Marshal for the Office, following all respective tasks and timely change of necessary equipment, conducting and recording Fire Drills for Office staff. Manages the fleet management records and filing system in most accurate and timely manner. Maintains and administers supplier registration forms. Prepares statistical reports and analysis for in-kind contributions and lease costs for the Secretariat.
6. Implements back-up functions for the Travel Assistant during absence. Approves bank payments in online bank application, as the first approver.

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

Necessary Qualifications:

• Secondary education supplemented by formal training in commerce, accountancy, business administration.
• Minimum four (4) years of relevant working experience in the field of procurement/ supplies or other related areas, part of which should be preferably in international environment;
• Established organizational, communication and interpersonal skills.
• Computer literate with practical experience in Microsoft Office applications.
• Ability to work with people of different nationalities, religions and cultural backgrounds.
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.
• Analytical and quantitative skills.

Languages:
Excellent oral and written communication skills in English and Russian languages, knowledge of Kazakh language is desirable.

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.

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.

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.

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 63 years at the time of appointment as the incumbent selected is normally expected to carry out the contractual obligation of two years.