HR Assistant (G5)

Background

The OSCE Support Programme for Ukraine (SPU) has been established in order to continue to support the Ukrainian Government’s reform efforts and to mitigate the increased risks to civilians caused by the war against the country. The objective of the SPU - and therefore of all its projects - is to support Ukraine across all three OSCE dimensions on the government’s reform efforts and on the evolving risks to civilians caused by the war, thus ensuring that the OSCE’s work conducted over the past three decades and in the future, continues to impact positively the institutions and people of Ukraine and that Ukraine’s comprehensive security is enhanced in line with the OSCE commitments.

Human Resources Assistant delivers client-oriented and accurate support in the implementation of the OSCE Staff Rules, Regulations, and Instructions and in administrating the entire HR life cycle including but not limited to payroll activities, personnel and consultants’ administration, recruitment, performance management, learning and development as well as onboarding and separation. When and if required, substitutes another HR Assistant or Senior HR Assistant.

The SPU is planned to run until 31 July 2025. The post extension is subject to the availability of funds, as well as an extension of the project duration.

Please note that the post is located in Kyiv, Ukraine. Alternative working arrangements are provisionally in place.

Tasks and Responsibilities: 

Human Resources Assistant works under the direct supervision of the Associate Human Resources Officer and the overall guidance of the DD/DHR. Daily work coordination is done by the Senior HR Assistant. 

The work involves regular internal contact with all staff members in the SPU and Department of Human Resources colleagues exchanging information related to the immediate responsibilities. In addition, communication with external stakeholders includes external candidates, recruitment suppliers, consultants, and representatives of other international organizations to exchange information. 

The incumbent is tasked with the following:

1. Maintains and updates personnel information and database in a timely and accurate manner ensuring that all the entitlements and benefits are properly processed and documented;
2. Assists with the accreditation of the international staff as well as mobilization of male staff related processes, and contractual arrangements for the staff of professional and general service (GS) categories and daily staff;
3. Assists with the administration of consultants; creates/closes Purchase Orders, responsible for Special Service Agreements signing process, Consultancy Invoices and Performance Evaluation Forms verification and proper documents filing;
4. Assists with recruitment activities, staff onboarding and separation processes in line with the OSCE instructions and procedures;
5. Arranges and administers learning and development activities as well as administers performance management procedure;
6. Replaces the HR Assistant / Senior HR Assistant during his/her absences, as required;
7. Performs other duties as assigned.

Necessary Qualifications:

• Completed secondary education
• Specialized training in human resources and/or administration
• A minimum of five years of relevant work experience in the field of human resources and/or administration, part of which should preferably have been in an international environment
• Proven planning, communication and interpersonal skills
• Analytical skills, preferably related to HR/payroll matters
• Computer literate with practical experience in Microsoft Office
• 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
• Excellent oral and written communication skills in English and Ukrainian.

Remuneration Package

Monthly remuneration, subject to social security deductions, is USD 1,640 as per the relevant OSCE salary scale; the salary payment is effected in EUR. Social benefits will include participation in Cigna medical insurance scheme and the 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%. 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.

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.