Administrative Assistant

İşin təsviri

Organization for Security and Co-operation in Europe

Post Title

Administrative Assistant
 
Grade: G 5
Type of Appointment: Fixed term
Organizational Unit: OSCE Office in Baku
Date for Entry on Duty: 20 June  2012    

Under the immediate supervision of the Chief Fund Administration, the incumbent performs administrative, building management , travel and transport tasks for the Mission.

Building Management

• Assists in the  planning, supervision and building management of Office infrastructure in the Baku and Project Coordination Centres.
• Reviews  requests received for a new or additional work station and is involved in evaluating the space requirements based on the existing standards of the accommodation.
•  Assists in allocating  temporary office space to official visitors as required in liaison with Department Heads.
• Determines the work involved in the implementation of the office allocation or moves; checking power requirements and electrical outlets for special equipment such as copying machines, computers, telephones, facsimile machines etc. Ensure that all minor repairs are made without delays so that premises are kept well maintained.
• As a Requestor, prepares and enters Purchase Requisitions into IRMA for all lease payments and utilities (telephones, electricity, and water supply) and other maintenance services.
• Ensures that all needed office and cleaning and kitchen supplies are available as required.

Travel

• Ensures that travel arrangements (official Travel, home leave) for International and National staff    are properly and economically carried in accordance with staff rules and regulation and OSCE Official Travel Instructions.
• Maintains and certifies records of all official travels within and outside the Mission area.
• Ensures the timely reservation for all travels (duty, home leave etc) in accordance with OSCE Official Travel Instructions and when required, books accommodations in or outside of the Mission Area ensuring that the organisation is benefiting from all discounts.
• Ensures that all Travel related requests are properly entered into the IRMA system with all the supporting documents.

Administration.

• Organisation and co-ordination of  the logistic support for all Seminars, conferences and meetings held by the  Mission,  raising Purchase Orders for Travel, Translation services, Translation Equipment Rentals, Accommodations, Conference services, Rental of Premises, Catering services, ensuring that all Rules and Regulations are properly followed and all supporting documents are in place.
• Uses and evaluates the services of a contracting company for  translators and interpreters.
• Prepares tenders and receives quotations in order to select contractors and evaluates their services.
• Reviews contractors /suppliers invoices relating to the events and certify the receipt of goods and services.
• Holder of Petty Cash, using proper Financial Rules and Regulations procedures.
• Acts as a Focal point for all Mission Members and advises them on  all Administration issues.
• Ensures that telephone numbers and telephonic access are granted to Mission members when required.

Transport/Fleet management

• Maintenance, arranging servicing and keeping records of vehicles for the Office
• Controlling vehicle movement and handover of vehicles to authorised Office members.
• Organising and preparing daily rosters for drivers and ensuring trip tickets are completed accurately
• Scheduling daily despatch of drivers within  Baku and in the Mission area
• Preparing the Monthly Vehicle Report on the condition of vehicles
• Monitoring use of fuel and prepaid fuel credit cards
• Organizes transportation for visitors and staff
• Performs other duties as requested by the supervisor.

MINIMUM QUALIFICATIONS AND EXPERIENCE

1. Completed secondary education, supplemented by formal training in accounting or office administration.
2.  Minimum four years of working experience in similar duties possibly with International organizations.
3.Computer literate with practical experience in Microsoft packages and with OSCE computer systems (ORACLE, IRMA)
4.Excellent oral and written communication skills in English, Azerbaijani and Russian and; knowledge of other official OSCE languages is an asset.
5. Ability to work with people of different nationalities, religions and cultural backgrounds.
6.Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities  .

Social benefits will include possibility of participation in the Vanbreda medical insurance scheme and the OSCE Provident Fund. Gross salary per month 1031 EUR
The OSCE is an equal opportunity employer and encourages female candidates to apply.

All interested applicants must complete the OSCE’s online application link found under http://www.osce.org/employment.
Please note that hard copy applications will not be considered.
This vacancy is open for competition only amongst nationals of Azerbaijan Republic.
Deadline for applications is 05 June 2012.

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