Executive assistant to the head of mission

Recruitment of Local Support Staff for the Election Observation Mission to Ukraine

Position EXECUTIVE ASSISTANT TO THE HEAD OF MISSION

The OSCE Office for Democratic Institutions and Human Rights (ODIHR) is the leading agency in Europe in the field of election observation. The Office co-ordinates and organizes the deployment of numerous observation missions, with thousands of observers, every year to assess the compliance of elections in OSCE participating States with OSCE commitments and other international obligations and standards for democratic elections, and with national legislation. ODIHR's unique methodology provides in-depth insights into all elements of an electoral process, allowing the Office to offer concrete recommendations to further improve electoral processes. Further details about ODIHR can be found at www.osce.org/odihr. Following an official invitation to observe the upcoming local elections in Ukraine scheduled for 25 October 2020, ODIHR is preparing to deploy an Election Observation Mission (EOM) for these elections. In this respect, ODIHR is looking to recruit local support staff for the below mentioned positions on full-time basis: 

Start date of employment for programmatic positions: 22 September 2020 (approx.)

Approximate duration of employment: 6-11 weeks depending on the post, with exception of Assistants to Senior National Minority Analyst, Senior Parliamentary Liaison Assistant, Statistical Analysts Assistant and Junior Operation Expert Assistants who are employed for less than 3 weeks. 

Location: Kyiv, Ukraine

Remuneration is commensurate with the qualifications of the incumbent and requirements of the post, and is similar to those offered under the United Nations Common System for general services employees (in accordance with established OSCE rates). Social security will include participation in the OSCE life and accident disability insurance scheme. 

Application procedure: Candidates must be citizens or permanent residents of Ukraine. To ensure an equal and transparent treatment during the recruitment/appointment process, those interested in applying should send the most recent curriculum vitae in English to: Отправить резюме indicating the position for which you are applying (e.g. ELE/UKR Senior Election Analyst Assistant). Each candidate may apply for up to three positions in separate e-mails. Please do not attach photographs, motivation letters and certificates. Additional relevant information should be submitted only upon request. CV should be sent in Word or PDF format and named by applicant's name. Driver's CV should include vehicle brand, type and year of production. By submitting the curriculum vitae the applicants confirm correctness of information. Applications received after the deadline or with no indication of the position for which the candidate is applying, will not be taken into consideration. 

Application deadline for programmatic positions: 19 September 2020 24:00 CET

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. Only shortlisted applicants will be contacted.

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.

Note: No application fees are required by ODIHR for its recruitment process at any stage (application processing, interview meeting, training or any other fees).

Main Tasks and Responsibilities:

• Arranges appointments and maintains HoM's calendar, receives high-ranking visitors, places and screens telephone calls and answers queries with discretion;
• Arranges various high-level meetings with senior officials from presidential administration, national election authorities, relevant ministries, leaders of political parties, representatives of the media, civil society and resident diplomatic community;
• Organizes in-country travels (transport, accommodation, programmes, etc) for the HoM;
• Co-ordinates the agenda of the HoM with his/her deputy;
• Interprets meetings to/from English from/to local language(s);
• Translates sensitive documents, correspondence, press articles from and to English;
• Drafts non-substantive correspondence and ensures follow up;
• Drafts and distributes invitations for briefings, meetings;
• Accompanies the HoM on trips to the regions when required;
• Keeps records of all in and out correspondence;
• Keeps lists of names, addresses and phone numbers of the HoM's interlocutors; and
• Performs other duties as required.

Requirements:

• Completion of secondary education. A degree in political science, social sciences, international relations or related field is an asset;
• Six years of relevant working experience, preferably as executive assistant, secretary, office manager. Experience in international organizations is an asset;
• Excellent written and oral communication skills in English and in local language(s) are essential. Translation/interpretation experience is an asset;
• Good computer skills;
• Tact, discretion, self-confidence and diplomacy;
• Ability to work long hours and under pressure;
• Attention to detail;
• Ability and willingness to work as a member of a team;
• Ability and willingness to deploy to the field, sometimes on short notice;
• Demonstrated ability to work with people of different cultural and religious backgrounds, different gender and diverse political views, while maintaining impartiality and objectivity.

Deliverables:

• Daily schedule of HoM, including travel arrangements;
• Contact lists;
• Translations and interpretations;
• Draft correspondence; and
• Correspondence log.