Human Resources Assistant (G4)

Background:

• The work of the Programme Office in Bishkek (POiB) focuses on a range of security issues, including countering terrorism, border security and transnational threats such as human trafficking, to developing the country’s regions, strengthening efforts to combat corruption on all levels, as well as supporting the reform of the justice sector, implementation of election reform, gender equality and building open and resilient societies.

   

• The post is located in the Human Resources section within the Fund Administration Unit. The HR section is responsible for overseeing the 

  development, implementation and day-to-day execution of operating policies related to the administration of terms and conditions of employment in line with Staff Rules and Regulations, recruitment, staffing and classification of posts, post tables for the annual budget preparation, staff-management relations, staff welfare, social security, training and development, staff benefits and entitlement and payroll.

Main Purpose:

• The Human Resources Assistant supports the CRMS implementation and the HR Units' day-today operation in line with applicable rules and regulations. Provide administrative and technical support in implementing HR activities, including recruitment and onboarding processes and
  trainings and maintenance of databases/filing system.

• Working under moderate supervision, the Human Resources Assistant provides clerical and administrative support and facilitates process delivery in HR administration by performing tasks that require the selection, interpretation and assembly of information and data for the execution of recurring patterns of work, as well as operating office equipment and computer applications, based on knowledge of standard practice and requiring a choice of methods to use.

Work Relationships: 

• The Human Resources Assistant reports directly to the Human Resources Officer, while the Chief of Fund Administration acts as the second-level supervisor.
• Internal contacts are with all mission members, exchanging information related to the immediate responsibilities. In addition, communication with external stakeholders includes external candidates and consultants during recruitment process, and Ministry of Foreign Affairs for accreditation and visa related tasks.

Tasks and Responsibilities:

Under the overall supervision of the Human Resources Officer (P2), the successful candidate will be tasked with the following duties:

1. Assisting with preparing and publishing vacancy notices, actively supporting longlisting and shortlisting processes, designing and preparing pre-assessment activities, organizing interviews and written tests, including communications with all participants/stakeholders of the recruitment process: hiring managers, board members, candidates, appointing authorities, HR colleagues, as relevant;
2. In collaboration with other departments, preparing and reviewing drafts of Special Service Agreements with consultants; Ensuring that all information related to each Special Service Agreement is updated and presented promptly; Raise Purchase Order for consultant services;
3. Maintaining and updating personnel information and database/roster of consultants and short-term staff;
4. Drafting routine correspondence based on the existing patterns, templates or practice, such as terms of reference and employment/salary certificates; putting them into adequate style, language and format; proofreading documents and editing texts for accuracy, grammar, punctuation and style in accordance with standard practices;
5. Preparing and submitting documents related to accreditation for the international mission members; following up on the process of mission member’s accreditation; support visa request for international consultants or business visitors of the POiB;
6. In collaboration with other HR colleagues, assist with on boarding of new mission members; assisting new mission members with the onboarding plan and overall orientation;
7. Performing administrative tasks such as arrangements for meetings, trainings and other events, reservations, research for information and reference material; preparing requests/documents, e.g. requisitions, travel requests/authorizations, expenditure authorizations; putting in place the necessary IT equipment and assisting in its operation, etc.

For more detailed information on the structure and work of the OSCE Programme Office in Bishkek, please see: https://bishkek.osce.org/ru

Necessary Qualifications:

• Completed secondary education supplemented by specialized training in human resources and/or administration;

• Minimum three (3) 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.

• Excellent spoken and written communication skills in English and local language (Russian/Kyrgyz);

• 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 team with people of different cultural and religious backgrounds, different genders, and diverse political views while maintaining impartiality and objectivity;

Remuneration Package:

Monthly remuneration, subject to social security deductions is 772.83 Euro/month. Social benefits will include Organization for Security and Co-operation in Europe 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. In exceptional cases, an initial appointment at up to Step 3 may be considered. This depends on factors such as relevant experience exceeding minimum requirements or higher previous remuneration. Any such request by a candidate must be reviewed and approved by the OSCE before the appointment.

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.