Senior Executive Assistant/ Maternity Leave Replacement
- OSCE Azerbaijan
-
Elanın qoyulma tarixi: 11.11.2014Vakansiyaya müraciət tarixi bitmişdir.
İşin təsviri
Vacancy VNAZEG00145
Job Title: Senior Executive Assistant/ Maternity Leave Replacement
Location: Baku,AZ
Organization Name: OSCE Project Co-ordinator in Baku
Grade: G6
Closing Date of application: 07-12-2014
Background:
During the short-term period of 4 months subject to up to 2 months of extension, under the direct supervision of the Head of Mission, and in co-ordination with the National Programme Officer, Chief of Fund Administration and Programme Managers, the incumbent provides senior secretarial, administrative/clerical and programmatic services to the Head of Mission and will support the mission's senior management in a broad array of executive functions, including but not limited to dealing with the host Government authorities, diplomatic community in Azerbaijan, and OSCE central management on all protocol, communication and negotiation issues
Tasks and Responsibilities:
1. Provides a full range of senior secretarial services to the Head of Mission; maintains his/her schedule, organizes meetings, drafts communication; on own initiative and/or at the request of the Head of Mission, researches and prepares background information and briefing papers related to external relations and mission internal issues, including highly politically sensitive and confidential issues; acts as the focal point for all mission's events with the participation of the Head of Mission and/or high-ranking visitors;
2. Assists the Head of Mission and the National Programme Officer in the overall co-ordination of mission's programmatic activities, including but not limited to preparation of the mission's strategy papers, annual Programme Outline, Unified Budget Proposal, Programme Budget Performance Report and other strategic documents, and their presentation by the Fund Manager to the Permanent Council;
3. Assists the National Programme Officer in the overall co-ordination of project management in the mission, including but not limited to maintaining project development and implementation schedules, facilitating timely review, approval and revision of project proposals, organizing programme and project monitoring and evaluation activities, and reporting. Serves as the mission's Project Handler and insures that all project proposals and budget information are properly reflected in IRMA;
4. Assists the Programme Manager for the Office of Head of Mission Programme in identifying and formulating project proposals, organises procurements, logistics, and monitors the implementation of projects;
5. Serves as the mission's Records Management focal point, maintains the mission's archive, including enforcement of the retention and disposal policy. Acts as mission's Doc-In Focal Point, implements access rights according to the authorizations by Fund/Programme Managers, assisting them in identifying documents for inclusion in Doc-In, ensures that all official correspondence, project documentation are available on Doc-In, trains junior staff in Doc-in;
6. Supports the Head of Mission and the mission's Security Focal Point on the full range of personnel safety issues, including maintenance of mission's Warden Tree and organization of rapid response measures in emergency situations; co-ordinates with the situation team in the Secretariat on situation in Azerbaijan;
7. Maintains the mission members' Telephones & Addresses records; ensures, on his/her own initiative, that all accreditation and visa procedures for mission members, members of their households, and visitors are taken care of through Diplomatic Protocol in a timely and efficient manner; deals with the host Government authorities on other personnel-related protocol issues;
8. Replaces, whenever necessary, the Assistant Translator/Interpreter for translation and interpretation functions;
9. Performs other duties as assigned.
Necessary Qualifications:
Education:
• Completed secondary education supplemented by specialised studies in project management, administration or secretarial work.
Experience:
• Minimum six years’ experience working in senior assistant functions, project management and coordination, preferably with an international organization;
• Computer literate with practical experience in Microsoft applications.
Language(s) proficiency required:
• Excellent written and oral communication skills in English and in Azerbaijani language (knowledge of Russian language would be an asset).
Other:
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
• Ability to work with people of different nationalities, religions and cultural backgrounds.
Remuneration Package
Social benefits will include possibility of participation in the Van Breda medical insurance scheme. Currently, the gross salary per month for G6, Step 1 is 1, 385. 92 EUR
How To Apply
This vacancy is open for competition only amongst nationals and/or permanent residents of Azerbaijan Republic.
If you wish to apply for this position, please use the OSCE's online application link found under http://www.osce.org/employment.
Please note that CVs and other applications submitted in different formats than the OSCE Application Form will not be reviewed.
Please also note that applications received after the deadline, submitted without reference to the vacancy number or in other languages than the English language would not be considered.
In case of technical difficulties with online application only, please contact the OSCE Project Co-ordinator in Baku informing us about the nature of such difficulties by e-mail to [email protected] with the vacancy number quoted in the title. We will try to help you to submit your online application.
The OSCE retains the discretion to re-advertise 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.
The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious, ethnic and social backgrounds to apply to become a part of the organization.
Please be aware that the OSCE does not request payment at any stage of the application and review process.
Only short-listed candidates will be contacted and informed of the results of the recruitment for this post.
