Administrative Assistant

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

• The OSCE is the world's largest security-oriented intergovernmental organization, with 57 participating states. The mission of the OSCE is to ensure peace, stability, and democracy in the region through various initiatives and projects. The OSCE Centre in Ashgabat focuses on enhancing security and cooperation in Central Asia, particularly in Turkmenistan, and works on various projects related to governance, human rights, and economic development. The organization employs a diverse workforce and operates in multiple countries, promoting inclusivity and collaboration among its member states.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the Indirect Common Cost (ICC) allotment project, which aims to enhance the capacity of the OSCE Centre in Ashgabat to implement Extra Budgetary (ExB) projects. This position is essential during high workload periods, particularly in managing travel and administrative issues that arise due to the increased demands on the administrative staff. The successful candidate will be responsible for a variety of administrative tasks, including preparing correspondence and reports, making travel arrangements, and managing procurement processes. The role requires a proactive approach to problem-solving and the ability to work effectively under pressure, ensuring that all administrative functions are carried out efficiently and in accordance with organizational policies.

Duties and Responsibilities:
The Administrative Assistant will be tasked with the following duties:

• Preparing general correspondence, reports, schedules, and other materials related to the Fund Administration Unit (FAU) work from rough drafts, while assisting with various administrative duties as needed.
• Making travel arrangements, including ticketing, Daily Subsistence Allowance (DSA) calculations, hotel reservations, and processing Official Travel Authorizations and Travel Claims. This includes coordinating paperwork related to visa and migration matters for both domestic and international travel.
• Acting as a Buyer by raising Purchase Orders (POs) for Special Service Agreements (SSA) and travel, ensuring timely closure of POs in the Oracle system.
• Generating paperwork for monthly reports, filing payment vouchers, and entering payment orders for banks to ensure accurate financial reporting.
• Acting as a handler for the Special Consultancy Bureau (SCB) and checking SSA Rosters, drafting Special Service Agreements, collecting signatures, and preparing consultancy invoices for payments.
• Performing other administrative tasks as assigned by the Chief of Fund Administration, ensuring that all duties are completed in a timely and efficient manner.

Required Qualifications:
The ideal candidate must possess completed secondary education, along with specialized training in business or public administration, finance, human resources management, or a related field. A minimum of 5 years of relevant work experience in administration, business/public administration, finance, or human resources management is required, preferably within international organizations or companies. A university degree in a relevant field may substitute for up to two years of work experience when determining eligibility. Candidates must demonstrate professional fluency in English, Russian, and Turkmen, with excellent communication skills, both oral and written. Additionally, candidates should exhibit gender awareness and sensitivity, with the ability to integrate a gender perspective into tasks and activities. The ability to work collaboratively as part of a diverse team is essential, as is proficiency in Microsoft applications.

Educational Background:
Candidates must have completed secondary education, and specialized training in business/public administration, finance, human resources management, or a related field is highly desirable. A university degree in a relevant field may be considered as a substitute for up to two years of relevant work experience, which is an important consideration for eligibility.

Experience:
Candidates should have at least 5 years of relevant work experience in administration, business/public administration, finance, human resources management, or a related field. Experience in international organizations or companies is preferred, as it provides valuable insight into the operational dynamics of such environments. A university degree in a relevant field may substitute for up to two years of work experience, which can be beneficial for candidates seeking to meet the eligibility criteria.

Languages:
Professional fluency in English, Russian, and Turkmen is mandatory for this position. Excellent communication skills, both oral and written, are essential for effectively carrying out the responsibilities of the role. Knowledge of additional languages may be considered an asset but is not required.

Additional Notes:
The position is a full-time, fixed-term contract with a monthly remuneration of EUR 991, subject to social security deductions. OSCE salaries are exempt from taxation in Turkmenistan, and social benefits include participation in the Cigna medical insurance scheme and the OSCE Provident Fund. Appointments are typically made at Step 1 of the applicable OSCE salary scale, but in exceptional cases, an initial appointment at up to Step 3 may be considered based on relevant experience or higher previous remuneration. Candidates should be aware that the OSCE does not reimburse expenses related to interviews, tests, visas, or relocation. Additionally, OSCE appointments are subject to medical clearance, and the mandatory retirement age for contracted positions is 65 years. The organization emphasizes diversity and inclusion, encouraging qualified candidates from all backgrounds to apply.