Human Resources Assistant

Deadline for applications - 28 November 2021

Background:

The OSCE Special Monitoring Mission to Ukraine is looking for highly qualified, motivated and experienced Ukrainian professionals for the position of Human Resources Assistant with its Head Office in Kyiv. The OSCE is committed to achieving a better balance of women and men within the Organization.

NOTE: This is a short-term position; expected duration of appointment/assignment is about of 5 months and 29 days.

All qualified applicants are strongly encouraged to apply online, using the OSCE online application link http://www.osce.org/employment/. 

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

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:

Under direct supervision of the National Human Resources Officer and overall supervision of the Chief of Human Resources, the incumbent is responsible for providing interpretation of the OSCE Staff Rules, Regulations and Instructions, providing advice and administrative support to the mission members on HR matters, maintaining absence records and verifying leave balances for all Mission staff, , entering and maintaining data of the Mission members in Oracle. The incumbent works in the organization unit with 4 other HR Assistants and 2 Senior HR Assistants.

The incumbent is responsible for the following duties:

1. Providing interpretation of OSCE Staff Rules and Regulations, Staff Instructions; delivering HR introduction part of the Mission Induction Course for newcomers, both national and international’; providing advice and administrative support as required to international and national MMs on general administrative matters related to standards of remuneration, OSCE Social Security Scheme and Provident Fund, working hours, leave entitlements as well as procedures for leave application; continuously interacts with staff and listens to their concerns/comments on relevant HR issues, bringing them to the attention of management where necessary;
2. Monitoring and verifying leave balances and leave requests through the request approval and tracking system (RATS), Oracle-based HRMS and in the paper format depending on the request type; maintaining accurately and timely updated absence records in the OSCE HRMS for all mission staff;
3. Monitoring and administering MM’s benefits and entitlements, complying with the OSCE Staff Rules and Regulations and other OSCE instructions, collecting information and recording data in Oracle-based HRMS, while assuring accurate recording and correct payroll results;
4. Preparing HR statistical reports and other HR staff data analytics using Oracle-based HRMS and MS Excel spreadsheets, maintaining HR check-lists;
5. Preparing documents of the international Mission members for the Ministry of Foreign Affairs (MFA) of Ukraine regarding issuance, extensions and expirations of diplomatic cards; preparing application forms, collecting passports and arranging delivery of all documentation to the MFA; collecting issued cards and registered passports from the MoFA and delivering to staff;
6. Preparing and issuing certificates of employment for current and former Mission Members Liaising with the Insurance Company regarding specific health insurance cases regarding issuing letters of guarantee of payment, etc.;
7. Providing administrative support for the annual performance evaluation process, entering, maintaining and updating data in the IRMA system related to contract extensions for seconded Mission Members as per instructions received from OSCE Secretariat/DHR/Personnel Section, including personal data and employment information/contract details etc.;
8. Maintaining filing system in the Human Resources Office by creating files for new Mission members, ensuring that all personnel files are continuously maintained, updated and safeguarded in permanent custody and in locked cupboards according to the relevant staff instruction;
9. Perform other duties as required.

Necessary Qualifications: 

The candidates should have the following minimum qualifications:

• Ukrainian citizenship or holding permanent resident status in Ukraine;
• Completed secondary education supplemented by formal training in administration/office work, HR administration;
• Minimum 4 years of working experience in Administration, in particular personnel matters and leave administration preferably in an international set up;
• Computer literate with practical experience in Microsoft Office applications, knowledge of Oracle applications desirable;
• Professional fluency in the English, Ukrainian and Russian languages, both oral and written;
• Computer literate with practical experience in Microsoft Office applications, in particular with Excel Spreadsheets and Pivot Tables, knowledge of Oracle-based applications desirable;
• Demonstrated ability and willingness to work as a member of a team, with people of different cultural and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity;
• Demonstrated gender awareness and sensitivity, as well as the ability to integrate a gender perspective into tasks and activities;
• Flexibility and ability to work under pressure and with limited time frames.

Remuneration Package:

Monthly remuneration, subject to social security deductions is 1029.00 Euro/month. Social benefits will include participation in the Cigna health insurance scheme.

For more details please visit the OSCE website employment section at http://www.osce.org/employment/. All qualified applicants are strongly encouraged to apply online, using the OSCE online application link. 

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

 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.

 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.