ISSUED BY: OSCE Mission to Skopje

VACANCY NUMBER: VNSKPG00561

VACANCY TYPE: Local Contracted

GRADE: G5

DEADLINE FOR APPLICATION: 10 October 2019 - 23:59 Central European Time (CET/CEST)

Background       

OSCE Missions and Field Activities are the front line of OSCE work in countries that require assistance and are the agent through which political decisions are translated into action. The OSCE Mission to Skopje is the Organization's longest-serving field mission. Based on the mandated priorities for the Mission, the Mission’s current activities are grouped in four main strategic areas:  Inter-ethnic relations, including early warning; Rule of Law, Democratic Governance; and Transnational Threats.

Tasks and Responsibilities         

Under the overall supervision of the Deputy Head of Mission (DHoM), the incumbent acts as focal point for all matters concerning the DHOM, provides organizational and administrative support, implements instructions by the DHOM and in the absence of the National Executive Officer, by the Head of Mission, and assists the National Executive Officer in all matters related to the coordination, management, advising and running of the Office.

 

More specifically, the Senior Secretary:

 

• Maintains and oversees DHoM's agenda, i.e. arranges logistics for various meetings, liaises with  counterparts to ensure proper information exchange and paper flow, and co-ordinates, collects and verifies briefing materials prior to meetings with internal or external partners;
• Follows up on behalf of DHoM on the implementation of work assigned to Mission units and execution of instructions given;
• Takes minutes and notes, and provides translation at interviews, meetings, conferences etc., as required by HOM or DHOM;
• Manages the paper workflow of documents including policy, confidential and general correspondence; drafts correspondence, documents and reports, maintaining confidentiality at all times, checks outgoing correspondence for accuracy, conformity with overall policy or specific instruction prior to presentation for signature;
• Organizes DHoM's official travel within and outside the Mission's area, in accordance with Mission priorities, including all necessary arrangements in compliance with the existing regulations and rules;
• Supports the National Executive Officer in coordinating and overseeing the organisation of official Mission events hosted by HoM or DHoM, and programmes for the visits of senior OSCE officials. Liaises with the MFA, relevant government officials, international organisations and diplomatic missions and  Mission Staff to make all arrangements relevant for such visits;
• Maintains and updates the Mission's database of all relevant information on partners, inter alia government officials, senior officials in international organizations and diplomatic missions, political parties and NGOs, as well as local media representatives;
• Serves as the Focal Point for Doc-In and Oracle in the Office of the Head of Mission;
• Liaises with the OSCE Secretariat on all relevant issues;
• Replaces the National Executive Officer when needed, and performs other duties as assigned by the National Executive Assistant, DHoM and/or HoM.

                                 

Necessary Qualifications             

• Citizenship of or permanent residence in the Republic of North Macedonia
• Secondary education supplemented by formal studies in secretarial or office organization
• Minimum 4 years of office work experience in a national or international large administrative set up with practical experience in senior secretarial or clerical work with coordination type of functions
• Computer literate with practical experience in Microsoft packages
• Excellent written and oral communication skills in English and in local languages
• Ability to work with people of different nationalities, ethnicities, religions and cultural backgrounds
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities

            

Required competencies                               

                                 

Core values

Commitment: Actively contributes to achieving organizational goals

Diversity: Respects others and values their diverse perspectives and contributions

Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles

Accountability: Takes responsibility for own action and delegated work

 

Core competencies

 

Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization

Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment

Planning: Works towards the achievement of goals in a structured and measured manner

Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions

Initiative-taking: Proposes and initiates new ideas, activities and projects

Flexibility: Responds positively and effectively to changing circumstances

 

Managerial competencies (for positions with managerial responsibilities)

 

Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment

Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them

Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities

     

How To Apply          

                               

All candidates must apply online, using the OSCE online application link, found under https://jobs.osce.org

 

Please note that applications received after the deadline, submitted in different formats than the OSCE Online Application Form or in other languages than the English language would not be considered.

 

The recruitment procedure may take up to two months and we will be in further contact with you only if you are selected for an interview. The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, or offer the position with modified terms of reference or a different duration.

 

The OSCE is committed to diversity and inclusion within its workforce, and encourages the nomination of qualified female and male candidates from all national, religious, ethnic and social backgrounds.

 

Please be aware that the OSCE does not request payment at any stage of the application and review process.