Transport Assistant (G4)

Background:

1. The work of the Programme Office in Bishkek (POiB) focuses on a range of security issues from 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 Transport section within the Fund Administration Unit (FAU). The Procurement and Materials Management Section is part of the Fund Administration Unit and is responsible for overseeing procurement activities, transport services, building management, and asset administration in accordance with OSCE regulations and administrative standards. The Transport Assistant supports the efficient delivery of transport services by coordinating vehicle operations, ensuring proper documentation, and assisting with the implementation of transport-related policies and administrative practices, including cost-control related activities.

Main Purpose:

1. To provide administrative and logistical support in the implementation of transport services, including the efficient coordination of vehicle usage, the maintenance of transport records, and general administrative assistance related to daily transport operations and associated reporting.
2. Working under moderate supervision, the Transport Assistant coordinates the day-to-day operation of transportation services, timely maintenance of the vehicles, and monitors and controls the usage of the official vehicles and fuel consumption.

Work Relationships:

1. The Transport Assistant reports directly to the Procurement and Materials Management Officer (P2), while the Chief of Fund Administration (P3) acts as a second-level supervisor.
2. The incumbent collaborates and maintains effective working relationships with all mission members by facilitating the exchange of information relevant to assigned responsibilities. The incumbent assists the Chief of Fund Administration in collaboration, coordination and communication with auditors for the provision of information and clarification regarding business processes, internal controls and risk management. The Transport Assistant communicates with vehicle dealerships and maintenance agencies to schedule maintenance or repair, to request related quotations or consult on subject matter as well as with counterparts at the OSCE Secretariat for clarification of technical matters including data-gathering, analysis and reporting. External communications are mainly with the Ministry of Foreign Affairs Diplomatic Service to register vehicles and the Traffic Department for fines settlement.

Key Functions and Results:

1. Implementing provisions of the OSCE CRMS related to transport and fleet management; scheduling, supervising, and assigning work of drivers; reviewing, assigning and completing transportation requests in the designated system aiming to optimize journey planning;
2. Conducting driving assessments and coordinating training for the mission members, along with Security Unit; familiarizing mission members with the OSCE Transport Handbook and related transport procedures; advising mission members on Kyrgyz traffic regulations; upon approval of the Chief of Fund Administration issuing POiB driving permits and maintaining a database; updating monthly vehicle insurance list and ensuring timely renewals; maintaining accident and insurance cases documentation and processing claims in conjunction with ALTSU; checking traffic fines monthly and communicating related fees for payment to mission members and HR section.
3. Collecting, checking, processing and saving vehicle trip tickets; submitting information on private trips to the HR section for related deductions; recording fuel consumption in the designated system, preparing monthly fuel consumption reports and analysing data for OSCE POiB vehicles; assisting with required information related to the fleet during the audits;
4. Preparing new vehicles for operations by scheduling the installation of high-frequency radio equipment and necessary vehicle accessories as specified in the OSCE CRMS, eg VTS; coordinating registration, timely renewal of registration and cancellation of registration of OSCE vehicles and private cars of international staff via designated channels; organizing vehicle assignments and ensuring proper usage.
5. Scheduling regular service, minor or capital maintenance, and repairs of the OSCE vehicles; scrutinizing repair costs, verifying quotations and ensuring necessary repairs are timely with minimum cost; identifying the repair needed with view to avoid unjustified costs; updating and maintaining the repair and maintenance history of each POiB vehicle in designated software; preparing vehicles for winter/summer seasons, including changing tires and other related actions; providing required information to assist in preparing the budget related to vehicle operation including maintenance and repair.
6. Keeping the Fleet Management plan updated and providing recommendations for vehicle write-off, sale and replacement needs; raising purchase requests for required spare parts, maintenance and fuel, updating stock records accordingly; Providing functional backstopping to the POiB drivers when necessary;
7. Performing compliance-monitoring and reporting using relevant fleet systems including the Vehicle Tracking System, especially closely monitoring utilization (official and private trips) and fuel consumption against targets; reviewing Maintenance & Repair contracts/suppliers and validating their work and performing post-repair quality-control.

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

Necessary Qualifications:

Education:

• Completed secondary education supplemented by specialised training in vehicle maintenance, transport services or transport logistics.

Experience and knowledge/skills:

• Minimum four years (3 years with a first-level university degree or 2 years with a second-level university degree) of working experience in the field of vehicle maintenance, transport logistics, or fleet management, part of which preferably in an international organization;
• Valid driving license, minimum category “B” and “C”.
• Thorough understanding of transport/fleet and administrative procedures and practices;
• Experience in supporting transport operations and providing logistical assistance to managerial/professional staff, using administrative skills to facilitate the planning and execution of transport-related activities;
• Advanced computer literacy with practical experience in Microsoft Office applications. Experience with fleet management and ERP software is an asset;
• 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 genders, and diverse political views while maintaining impartiality and objectivity;

Languages:

• Oral and written communication skills in English and local languages (Russian/Kyrgyz).

Remuneration Package:

Monthly remuneration, subject to social security deductions is 772.83 Euro/month. Social benefits will include OSCE 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.