Human Resources Operations Associate (G6)

Background:

1. 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.
2. The post is located in the Human Resources section within the Fund Administration Unit (FAU). The 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 OSCE Common Regulatory Management System (CRMS), 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:

1. To provide operational and technical support in the implementation of human resources and payroll processes for the entire office, ensuring timely and accurate administration of payroll, salary entitlements, contractual matters, recruitment, onboarding, performance management, learning and development, and personnel administration in compliance with OSCE regulations, rules, and procedures. The HR Operations Associate serves as a technical focal point for payroll and HR administration matters and contributes to the effective delivery of HR services within the Office.
2. Working under minimum supervision, the HR Operations Associate co-ordinates and oversees a broad range of HR and payroll activities, including payroll administration, recruitment and selection processes, onboarding and separation procedures, contractual administration, maintenance of personnel records and HR databases, and monitoring of ERP-related HR transactions. The incumbent applies in-depth knowledge of HR procedures and payroll processes to ensure accurate and timely HR service delivery, provides procedural guidance and support to HR personnel and mission members, and contributes to the effective implementation of HR workflows and administrative processes within the HR section.

Work Relationships:

1. The HR Operations Associate reports to the Human Resources Officer (P2), while the Chief of Fund Administration Unit (P3) acts as the second-level supervisor.
2. Within the POiB, the incumbent maintains regular working-level contacts with mission members across all departments in relation to HR and payroll matters within the scope of assigned responsibilities, providing guidance and support on HR procedures, payroll administration, contractual matters, entitlements, ERP-related processes, and HR workflows. The incumbent maintains frequent contact with HR counterparts in the OSCE Secretariat and other OSCE executive structures for the purpose of co-ordination, clarification of technical HR and payroll matters, and exchange of information related to the implementation of HR procedures and processes. External contacts include candidates, consultants, recruitment and training providers, social security and insurance representatives, and counterparts in other international organizations in relation to HR administration, recruitment, payroll, learning and development, and related operational matters.

Tasks and Responsibilities:

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

1. Serving as technical focal point for payroll matters, managing monthly payroll administration and reporting, ensuring timely and accurate processing in compliance with OSCE regulations, rules and procedures; maintaining HR-related ERP records, resolving routine discrepancies, and providing procedural guidance on payroll and HR administration matters to other HR personnel;

2. Co-ordinating recruitment and selection processes in line with the OSCE Common Regulatory Management System (CRMS), including preparing vacancy notices, administering recruitment in Taleo, organizing interviews and evaluation processes, maintaining candidate records, preparing recruitment documentation, conducting reference checks, and liaising with candidates throughout the recruitment cycle;

3. Administering contractual and personnel matters, including maintaining personnel records, monitoring contract status and extensions, co-ordinating transfers and separation processes, maintaining rosters for short-term mission members and consultants, supporting the administration of Special Service Agreements (SSAs), and ensuring HR records and ERP data are accurate and up to date, including the Purchase Orders for contracted experts;

4. Co-ordinating the implementation of performance management, onboarding, learning and development activities, including monitoring probationary periods and mandatory training requirements, organizing induction and training activities, liaising with training providers, maintaining training records, and providing procedural guidance to supervisors and staff;

5. Providing procedural guidance and administrative support to managers and mission members on HR policies, regulations, procedures and HR-related workflows; assisting with complex HR administrative matters and contributing to the consistent application of HR policies and processes;

6. Co-ordinating and administering learning and development activities, including training needs assessments, liaison with training providers and external institutions, identification of learning opportunities, and related logistical and administrative support; contributing to the development, implementation, and monitoring of the POiB Learning and Development Plan, and serving as the focal point for learning and development matters by providing guidance and support to departments;

7. Providing operational backstopping to the Human Resources Officer during absences by ensuring continuity of payroll, recruitment, contract administration and other HR services, monitoring deadlines and responding to routine HR enquiries.

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 or formal studies in human resources, payroll, administration, management, business administration or other relevant fields;

• Minimum six (6) years of working experience (5 years with a first-level university degree or 4 years with a second-level university degree) in the field of human resources or administration, part of which should preferably have been in an international environment;

• Advanced computer literacy with practical experience in Microsoft Office applications. Experience with ERP software is an asset;

• Established organizational, communication and interpersonal skills;

• Excellent spoken and written communication skills in English and Russian/Kyrgyz languages;

• 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 gender, and diverse political views, while maintaining impartiality and objectivity;

• Computer literate with practical experience using Microsoft applications.

Remuneration Package:

Monthly remuneration, subject to social security deductions is 1,318.41 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.