Senior Programme Assistant (G6)

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) "SPU Management Support: Programme Implementation Unit" project under the OSCE Conflict Prevention Centre (CPC) at the Secretariat (SEC), and assists with a wide range of Programme management, administrative, financial, logistical, and coordination tasks to support the development, implementation, monitoring, and reporting of the Project Implementation Unit / Programme Office (PIU).

The SPU is planned to run until 31 July 2025. The post extension is subject to the availability of funds, as well as an extension of the project 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 and guidance of the Senior Adviser (S) and, if selected, will be tasked with the following:

1. Designing and implementing assigned Programme activities, which may include workshops, meetings, presentations, training interventions etc., by recommending priority activities, liaising with participants and experts, preparing written material for supervisor’s approval, and obtaining the required administrative approvals; keeping track of pending matters and following up on deadlines.
2. Providing Programme management support through preparation of a variety of documents, as well as research, compilation, verification and administration of data, reports or any other related materials, as well as development and maintenance of Programme databases with references and cross-references.
3. Co-ordinating reporting requirements and providing substantive input to progress reports, evaluation reports, follow-up project proposals; drafting concept notes, talking points and background material, with the provision of substantive input and putting documents into adequate style, language and format, proofreading documents and editing texts for accuracy, grammar, punctuation, and style in accordance with standard practices.
4. Monitoring administration of assigned Programme outcomes, including tracking budget and expenditure through the pledge monitoring tool, providing financial management and resource mobilization support through pledge administration, following up on unutilized funds, preparation of budget reports, project status and its operational and financial closure; making recommendations for improvements to the design and delivery of the work processes and practices to meet specific project needs, by focusing on the provision of defined services and seeking opportunities to improve the delivery of the service by collaborating or integrating processes or activities.
5. Co-ordinating administrative arrangements, including preparation of terms of reference and selection of consultants, implementing partners and vendors, maintaining the Senior Advisor’s calendar and correspondence, including taking minutes, translating, administrative and logistical arrangements for in-person, online and hybrid events, such as meetings, workshops, etc.
6. Using ERP, initiating and following up on actions related to requisitions, recruitment of consultants, training, purchase of services and goods, payments, travel authorizations requests/claims and dealing with all related inquiries.
7. Serving as a JARVIS and DocIn focal point and providing induction briefings to newcomers and regular related training interventions to the staff, as well as guidance and capacity building to the Programme staff on the requirements and standards in Programme activities and goals.
8. Performing other assigned duties.

Necessary Qualifications

• Completed secondary education supplemented by formal training in administration, project management, or public administration (a university degree may be considered as a substitute for one year of work experience, and a second-level university degree for two years of work experience).
• Minimum 6 (six) years of relevant experience in administrative or project work, preferably in an international environment.
• Digital literacy and proficient use of Microsoft Office (Outlook, Word, Excel, and PowerPoint); working knowledge of IRMA would be an asset.
• Excellent oral and written communication skills in English and Ukrainian.
• 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.

Remuneration Package

Monthly remuneration, subject to social security deductions, is USD 1,953 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 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.