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Regional Administrative Co-ordinator

Ukraine

  • Organization: OSCE - Organization for Security and Co-operation in Europe
  • Location: Ukraine
  • Grade: Mid level - P-3, Internationally contracted - Open for OSCE's 57 participating States
  • Occupational Groups:
    • Operations and Administrations
  • Closing Date: Closed

Background    
     
   

The OSCE has a comprehensive approach to security that encompasses politico-military, economic and environmental, and human aspects. It therefore addresses a wide range of security-related concerns, including arms control, confidence- and security-building measures, human rights, combating human trafficking, national minorities, democratization, policing strategies, counter-terrorism and economic and environmental activities. All 57 participating States enjoy equal status, and decisions are taken by consensus on a politically, but not legally binding basis.

 

The objective of the OSCE Special Monitoring Mission to Ukraine (SMM) is to contribute, in close co-operation with OSCE institutions and other actors of the international community, to reducing tensions and fostering peace and stability in Ukraine, and ensuring the observance of OSCE principles and commitments, thus establishing conditions for inclusive political dialogue aimed at achieving a sustainable transition respecting the territorial integrity and sovereignty of Ukraine.

 

The Mission is composed of about 1500 mission members, from more than 40 participating States and has a budget over EUR 100 million.

 

The Administration and Finance Department comprises the following Units: Human Resources, Medical Services, Finance and Budget, Procurement and Contracts Management, Infrastructure (including General Support Services and Dnipro Forward Logistics Base) and ICT Management.

 

The Special Monitoring Mission to Ukraine (SMM), in line with the OSCE Action Plan for the Promotion of Gender Equality, is committed to further improving gender balance among staff in all areas and levels within the SMM. We encourage qualified applicants, in particular female candidates, to apply for this position.

 

If applicable, deployment is subject to attendance to and successful completion of pre-deployment training and assessment.

 

Applicants are hereby notified that the Special Monitoring Mission to Ukraine (SMM) is designated by the OSCE as a nonfamily duty station. This designation is based on the fluid and dynamic working environment in the SMM. The currently prevailing working conditions in the duty station may include working in a hazardous location with extended hours of service, and possibly curtailed freedom of movement. Successful candidates who are appointed to locations deemed by the OSCE as hazardous will receive hazard pay. In addition, all successful candidates will be required to participate in the OSCE accident and life insurance scheme in accordance with the OSCE Staff Regulations and Staff Rules.

 

For more detailed information on the structure and work of the OSCE Special Monitoring Mission to Ukraine, please see https://www.osce.org/special-monitoring-mission-to-ukraine

     
Tasks and Responsibilities    
     
   

The selected candidates will be deployed to Luhansk and Donetsk Monitoring Teams.

 

Under the overall guidance and supervision of the Director of Administration and Finance (DAF) and direct technical supervision of Planning and Co-ordination Officer (PCO), the Regional Administrative Co-ordinator (RAC) ensures administrative support to the Management of Luhansk or Donetsk Monitoring Teams (MT) and supervises the Administrative Officers in the Patrol Hubs (PH) under the assigned MT. As Regional Administrative Co-ordinator, you will be part of the MT Management Team and advise MT management (Team Leaders and Deputy Team Leaders) on relevant administrative and resource management matters. You shall act as a main interlocutor for human resources management and other administrative/logistics matters for MT Management and the Regional Security Officers. Furthermore, you will develop close and effective working relationships with the Team Leader and other appropriate managers to also ensure that HR policies are implemented, that HR services are integrated to meet operational needs and that all HR activities in the MTs are in compliance with SMM's human resource strategy.

 

More specifically, as RAC, you will be responsible for:

 

  1. Planning the rotation of Administrative Officers and supervising the overall activities of Administrative Officers in each PH under the MT; overseeing and ensuring the implementation of planned activities; maintaining the work plans including major AF activities in consultation with AF Unit Heads and MT/PH Management;
  2. Ensuring the effective co-ordination of all AF issues within the MT through close consultation and co-ordination with Administrative Officers, AF technical specialists (including ICT and Medical staff in the field),  AF Unit Heads and office of the DAF;
  3. Strengthening the field perspective in the evolution of Human Resources (HR) and other related policies and ensuring coherence in implementing them in close co-operation with the Head, Human Resources Management;
  4. In co-ordination with HR Management Unit, providing support to managers regarding the interpretation and application of the OSCE Rules and Regulations and dispute resolution; ensuring advice and counselling to MT management and MT staff in respect of their rights, responsibilities, code of conduct, as well as supporting enhancement of the professional working environment; attending meetings with staff and staff representative groups as required;
  5. Working with managers on training plans, collating information on area training needs, liaising with SMM Learning and Developing Unit; supporting identifying development, training or coaching needs for teams and individuals;
  6. Analysing trends in material, financial and personnel  planning, usage and control at field level, identifying gaps and shortfalls, seeking remedial action as necessary either within own sphere of competence or by contributing to development of relevant procedures and programmes in close co-ordination with the relevant AF Units;
  7. Updating regularly the MT Management, the Director of Administration and Finance, Planning and Co-ordination Officer on the main activities of the field, flagging important issues and seeking advice where needed;
  8. Advising MT Management and act as main AF focal point at the field level on administrative and personnel matters in close co-operation with the relevant AF Units in HO;
  9. Advising DAF and Head, Human Resources Management on succession planning at field level; identifying personnel related issues/problems and supporting the formulation of new internal guidelines and actions;
  10. Fostering a positive and inclusive working environment and a diverse workforce and raising awareness and accountability for managers in this regard;
  11. Performing other related duties as required.
     
Necessary Qualifications    
     
   
  • Citizenship of an OSCE participating State, excluding the citizenship of Ukraine;
  • First-level university degree in human resources, business administration, law, social sciences or related field;
  • Minimum of six years of professional experience in general administration, preferably including HR management;
  • Minimum of three years' experience in co-ordinating complex and highly diverse teams;
  • Leadership experience managing HR, logistics and administrative functions in an international organization, partly in a field mission environment;
  • Experience with managing staff, workforce planning, and development of HR and administration processes;
  • Effective interpersonal skills, able to influence effectively and build partnerships and consensus, in teams and with stakeholders;
  • Ability to develop clear goals that are consistent with agreed Administration and Finance strategies; identify priority activities and assignments; adjust priorities as required;
  • Ability to collect and analyse data, draw conclusions and make appropriate recommendations;
  • Ability to work in a deadline-driven environment, to supervise staff and to motivate a team;
  • Experience in research, analysis and synthesis of data and production of reports;
  • Gender awareness and sensitivity, and ability to integrate a gender perspective into tasks and activities;
  • Professional fluency in the English language, including oral and written communication skills;
  • Ability to effectively communicate and advise managers and non-HR experts on complex people management related matters;
  • Proficiency in the Windows applications including word processing and email, as well as knowledge of ERP systems;
  • Dispute resolution/mediation/arbitration skills would be an advantage;
  • Working knowledge of Ukrainian and/or Russian language(s) is an advantage.
     
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
     
Remuneration Package    
     
   

Monthly remuneration subject to social security deductions is about USD 5,080 to which is added Board and Lodging Allowance (currently EUR 125 per day subject to change without prior notice). Social benefits will include possibility of participation in the Cigna medical insurance scheme and the OSCE Provident Fund.

 

Please note that appointments are normally made at step 1 of the applicable OSCE salary scale.

     
How To Apply    
     
   

If you wish to apply for this position, please use the OSCE's online application link found under https://jobs.osce.org/vacancies.

 

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 applicants who are selected to participate in the subsequent stages of recruitment will be contacted.

 

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.

 

The OSCE is a non-career organization committed to the principle of staff rotation, therefore the maximum period of service in this post is 7 years.

 

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

     
   
This vacancy is now closed.
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