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.

The incumbent works within the extra-budgetary (ExB) OSCE SPU under the OSCE Conflict Prevention Centre (CPC) at the Secretariat (SEC), and delivers client-oriented and accurate support in the implementation of the OSCE Staff Rules, Regulations, and Instructions and administrating the entire HR life cycle including but not limited to recruitment processes for all categories of the SPU posts, as well as for experts and consultants employed under Special Service Agreements (SSA), staff learning and development administration, performance management cycle, onboarding and separation activities, payroll administration as well as staff contracts and entitlements. 

The SPU is planned to run until 31 July 2025 with the possibility to be extended for another three years. The post extension is subject to the availability of funds, as well as an extension of the Programme's duration.

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

Tasks and Responsibilities

The incumbent works under the direct supervision of the Associate HR Officer and the overall guidance of the Deputy Director of the Department of Human Resources. Daily work coordination is done by the Senior HR Assistant. The incumbent is tasked with the following:

1. Supporting the entire range of recruitment activities for the Programme: drafting, editing, updating, uploading, circulating and closing vacancy notices; updating and maintaining Taleo records of candidates throughout the recruitment cycle, pre-screening and long-listing candidates, arranging interviews and tests, acting as a Secretary to the Board / Board Member, preparing draft selection reports; conducting references and educational credentials checks, liaising with candidates and providing feedback, if required.
2. Administering rosters for specialized expertise, including for temporary assistance.
3. Administering learning and development activities and staff performance management process.
4. Administering on-boarding and separation programme.
5. Maintaining and updating personnel information, database and reporting in a timely and accurate manner, ensuring that all the entitlements and benefits as well as the contractual arrangements of the staff and consultants are properly processed and documented.
6. Replacing HR Assistant / Senior HR Assistant during his/her absences, as required.
7. Performing other duties as assigned.    

Necessary Qualifications

• Completed secondary education.
• Specialized training in human resources and/or administration.
• Minimum 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/recruitment matters.
• Professional fluency in English and Ukrainian with excellent communication (both oral and written) skills.
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.
• 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.
• Computer literate with practical experience in Microsoft Office.

Remuneration Package

Monthly remuneration, subject to social security deductions, is USD 1,641 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 particularly encourages qualified 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.