Records Management Assistant

Job Posting Organization:
The OSCE Programme Office in Dushanbe is part of the Organization for security" style="border-bottom: 1px dotted #007bff !important;">Security and Co-operation in Europe (OSCE), which is a regional security organization established in 197

• The OSCE aims to promote peace, stability, and democracy in its member states through various initiatives and programs. The Dushanbe office focuses on a wide range of activities including arms control, counter-terrorism, border management, disaster risk reduction, good governance, trafficking in human beings, and gender equality. The office plays a crucial role in implementing OSCE policies and fostering cooperation among member states. The OSCE operates in 57 participating states across Europe, Central Asia, and North America, employing thousands of staff members dedicated to its mission of security and cooperation.

Job Overview:
The Records Management Assistant plays a vital role in supporting the records management functions of the OSCE Programme Office in Dushanbe. This position involves adhering to internal instructions that align with OSCE policies and procedures, refining the File Plan and Retention Schedule, and coordinating all actions related to effective record management. The incumbent will be responsible for managing both digital and paper-based records throughout their lifecycle, ensuring compliance with established policies. The role requires a high level of attention to detail, confidentiality, and the ability to interact with various units within the organization. The Records Management Assistant will also participate actively in the OSCE Records Management Network, attending meetings and contributing to discussions on best practices in records management.

Duties and Responsibilities:
The successful candidate will be tasked with a comprehensive set of duties, including: administering and maintaining all digital and paper-based records throughout their lifecycle, which includes disposing of and archiving records in accordance with current policies; developing and maintaining the File Plan and Retention Schedule in collaboration with the OSCE Secretariat's Records Management Unit; drafting Local Circulars, instructions, guidelines, and procedures to implement OSCE records management efficiently; preparing for and ensuring the accurate transfer or secure destruction of records in line with adopted disposition authorities and established procedures; monitoring the implementation of rules and procedures, suggesting improvements, and accurately processing records and metadata; filing and ensuring information retrieval; contributing to digitization initiatives as needed; and maintaining electronic and physical repositories efficiently while responding to the administrative needs of mission senior management within delegated authority.

Required Qualifications:
Candidates must have completed secondary education and possess at least three years of administrative or clerical experience, preferably in the field of archiving, records, or information management within an international organization. Excellent written and spoken communication skills in English, Tajik, and Russian are essential. Strong analytical and critical thinking skills are required, along with the ability to work independently, under pressure, and with a high level of confidentiality. Accuracy and attention to detail are absolutely essential for all tasks. Candidates should also demonstrate discretion and the ability to retain confidentiality, be computer literate with practical experience using Microsoft applications, and show gender awareness and sensitivity, integrating a gender perspective into tasks and activities.

Educational Background:
The educational background required for this position includes a High School Diploma or equivalent (GED). Candidates should have a solid foundation in administrative practices and records management principles, which can be gained through formal education or relevant work experience.

Experience:
The position requires a minimum of three years of relevant administrative or clerical experience, ideally within the context of archiving or records management in an international organization. This experience should demonstrate the candidate's ability to handle records management tasks effectively and efficiently, as well as their familiarity with the policies and procedures relevant to the role.

Languages:
Proficiency in English, Tajik, and Russian is mandatory for this position. Candidates must possess excellent written and spoken communication skills in these languages to effectively perform their duties and interact with diverse stakeholders. Additional language skills may be considered an asset but are not required.

Additional Notes:
This position is a short-term contracted role at the General Services level (G3) with a full-time schedule. The monthly remuneration is 629.92 EUR, subject to social security deductions, and social benefits include participation in the Cigna medical insurance scheme. The OSCE is committed to diversity and inclusion within its workforce and encourages qualified candidates from all backgrounds to apply. The OSCE does not reimburse expenses related to interviews, tests, visas, or relocation. The mandatory retirement age for contracted positions is 65 years, and candidates should be aware that the OSCE does not request payment at any stage of the application process.