Human Resources Assistant (G4)

Background:

Please note that this is an extra-budgetary position with the funding until 31 December 2027 with possibility of extension. 

The new post of Human Resources Assistant is funded by ICC funds and needed to enhance the capacities and resources of the OSCE Programme
Office in Astana (POiA) to more efficiently and effectively managing needs and requirements stemming from extra-budgetary (ExB) projects, as well as
better respond to increased needs for fixed-term or temporary assignments, consultancy and expert support due to ExB projects.

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

The OSCE has a comprehensive approach to security that encompasses politico-military, economic and environmental, and human aspects. It therefore addresses a wide range of security-related concerns, including arms control, confidence and security-building measures, human rights, combating human trafficking, national minorities, democratization, policing strategies, counter-terrorism and economic and environmental activities. All 57 participating States enjoy equal status, and decisions are taken by consensus on a politically, but not legally binding basis.

According to its mandate, the OSCE Programme Office in Astana 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 Fund Administration Unit is responsible for managing the human, material and financial resources of the executive structure. The objective of FAU is to provide efficient and effective administration of staff and non-staff resources in support of OSCE programmatic activities. The FAU provides policy guidance on the management of OSCE human, financial and material resources in compliance with the Common Regulatory Management System of the OSCE.

The Human Resources Assistant is a part of the Fund Administration Unit and the focal point for advising and assisting with all tasks related to the recruitment of consultants to ensure that the recruitment of consultants is conducted in accordance with the OSCE regulations and respective Staff Instruction. The Human Resources Assistant is responsible for the effective and efficient management of SSA recruitment needs, ensuring timely support for Programmatic activities.

The Human Resources Assistant is responsible for independently processing all requests concerning the recruitment of consultants in a timely and accurate manner, including
identification of needs in external expertise, creating requisitions in Taleo, process supplier registration, creation of Purchase Orders, registering and archiving signed SSA contracts, compiling and managing Consultants Roster, collecting the data and preparing the statistics on Consultants Recruitment upon request.

Tasks and Responsibilities:

Under the direct supervision of the Chief of Fund Administration with the functional guidance of the Human Resources/Payroll Administrator and
the overall guidance of the Head of Programme Office:

1. Supporting Programme departments in the Talent Acquisition (planning, sourcing & selection) for external expertise (SSA) in accordance with the regulatory framework;

• clarifies the needs in external expertise, recommends the selection method, 
• checks availability of suitable experts
• develops recruitment plan and initiates timely recruitment actions
• ensures the correct selection procedures are in place

2. Coordinating consultants’ recruitment activities on Taleo platform in line with the OSCE Staff instructions and procedures;

• updates and maintains the Taleo records of candidates throughout the recruitment
• cycle from creating requisitions, screening and panelling candidates to selection decision
• timely updates status of the candidates and informs them on outcome of the selection process through the Taleo platform

3. Roster Management

• maintains rosters of individuals screened for qualifications, references and previous work experience relevant for the Terms of Reference
•  ensures the roster remains up to date
• upon consultation with the relevant Programme manager, removes a consultant from the OSCE roster and/or withholds the issuance of an SSA in the case of
  underperformance and/or violation of the applicable standards of conduct

4. Administrative processing of Special Service Agreements life cycle:

• ensures timely update of the register, ensures the necessary information is in place
• registers Suppliers for SSAs in case of a new consultant, ensures the bank details aretimely updated reates Purchase Orders for SSA,
• coordinates their timely closure with Programmes and Finance
• records SSAs in IRMA when IT or IRMA access are required,
• archives signed SSA contracts, follows up performance evaluations and checks invoices for PM approval & processing through the Finance department

5. Supports the Fund Administration Unit in administrative tasks such as filing, data entry,statistics collection, communication and other administrative tasks

6. Performs other duties as necessary and required in relation to the entire HR portfolio.

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:

• Completed secondary education;
•  Specialized training in human resources and/or administration;
• Minimum four (4) 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; 
• Established organizational, communication and interpersonal skills;
• Computer literate with practical experience in Microsoft Office and project/task management software 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, preferably related to HR/payroll matters.

Languages:

Excellent spoken and written communication skills in English and Russian languages; knowledge of Kazakh language is desirable;

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 1,001. Social benefits will include participation in the Cigna medical insurance and Provident Fund (subject of additional deduction from the monthly remuneration) 

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 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.