Office Assistant (G3)

Background:

The post is located in the OSCE Mission to Bosnia and Herzegovina within the Fund Administration Unit/ICT Section/Document Centre/Archives in Head Office Sarajevo. The Document Center/Archives comprises the following six posts: National Archives Officer (NP1), Archives Assistant (G4), two Office Assistants (G3) and two Receptionists (G3).

The purpose of the role is to facilitate the efficient exchange of documents and provide printing and binding services for both the Head Office and Field Offices. Document management responsibilities include receiving and dispatching letters, faxes and parcels; classifying, registering, storing, retrieving, copying, scanning and distributing documents received, created or used by the OSCE Mission to BiH. In-house printing and binding services involve producing booklets, letters, fact sheets, certificates, business cards, leaflets, reports, and conference and training materials etc. The incumbent is also required to act as the Mission point of contact for switchboard and reception services.

Tasks and Responsibilities:

Under the direct supervision of the National Archives Officer (NP1), and the overall supervision of the National Chief of ICT Services (NP3), the successful candidate will be tasked with the following duties:

1. Providing effective Document Management services Mission-wide, including receiving and registering incoming mail in the appropriate database and registry books. This includes mail from the post office, faxes, hand-delivered documents, and parcels for timely distribution. Ensuring that all documents and letters are delivered to the recipient accordingly. Sending, registering and filing all letters, diplomatic mail, and faxes. Upon request, hand-delivering letters and parcels, or taking regular and registered mail to the post office. Receiving, opening, scanning of all incoming Mission invoices, and saving them to the designated location for further processing in Confirmation Receipt of Goods / Services (CRGS).

2. Providing in-house printing and binding services, including printing booklets, leaflets, fact sheets, reports, letters, training and conference materials etc; Printing Mission stationary including door signs, business cards and certificates; Printing materials in various formats, in colour and in black and white, on different types of paper requiring proficiency in Corel, Adobe Acrobat etc. Performing binding services, including thermal binding, wire binding and saddle-stitched booklets. Ensuring that the process is recorded and documented in Printing / Binding Requests (PBR)/CRGS form, from initiation to closure.

3. Providing various forms of assistance to Missions members. Ensuring that all tender documentation is processed according to established rules and procedures. This includes registering tender documents, placing them in the corresponding locked box, and delivering received offers to the Procurement section upon bid closing. Assisting with minor technical issues related to printers, and helping with basic maintenance tasks. Providing support to the ICT team by ensuring that ICT equipment in the conference room and translators’ boot is set-up and functioning correctly. Managing patty cash flow for Post Office expenditures. Assisting the colleagues in the Mission archives section, as required, with the transfer of documents or materials to the Mission repository or other designated storage locations.

4. Performing the duties of a Receptionist and a Switchboard operator, including answering telephone calls to the Mission in a professional and timely manner; Ensuring that Access Control Procedures are strictly followed at the Mission entry point.

For more detailed information on the structure and work of the OSCE Mission to Bosnia and Herzegovina, please see: https://www.osce.org/mission-to-bosnia-and-herzegovina.

Necessary Qualifications:

• Completed secondary education;
• A minimum of three (3) years of relevant work experience in an office environment, preferably in a Document Centre, Mailroom and/or Reception/Switchboard environment;
• Strong organisation and prioritization skills, with the ability to multitask and manage multiple activities simultaneously;
• Excellent oral and written communication skills in English and local languages;
• Digital literacy and proficient use of Microsoft Office applications, ability to operate and maintain office equipment, including fax machines, copiers, and printers;
• Driving licence ‘B’ category.

Asset:

• Experience in Corel, Adobe Acrobat and MS Publisher or other relevant tools necessary to cover listed tasks would be an asset.

Remuneration Package:

Monthly remuneration, subject to social security deductions is 1,882.83 BAM/month. Social benefits will include participation in the Cigna health 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.

This position is open to citizens and permanent residents of Bosnia and Herzegovina only.

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.