Administrative Assistant

Job Posting Organization:
The OSCE Project Co-ordinator in Uzbekistan (PCUz) is an integral part of the Organization for security" style="border-bottom: 1px dotted #007bff !important;">Security and Co-operation in Europe (OSCE), which was established to promote peace, stability, and democracy in the region. The PCUz is tasked with assisting the Host Country in various areas, including security, socio-economic development, and environmental protection. The organization operates in multiple countries, focusing on collaborative programs and projects that align with its mission to foster civil society and implement commitments made within the OSCE framework. The OSCE is known for its commitment to diversity and inclusion, encouraging candidates from various backgrounds to apply for positions within its structure.

Job Overview:
The Administrative Assistant position at the OSCE Project Co-ordinator in Uzbekistan involves a range of administrative tasks aimed at supporting the Fund Administration Unit. The role is crucial for ensuring the smooth operation of the office and compliance with the Common Regulatory Management System (CRMS). The incumbent will work under the supervision of the Chief of Fund Administration and the National Procurement/Materials Management Officer, contributing to the effective management of resources and administrative processes. The position requires a proactive approach to problem-solving and the ability to handle multiple tasks efficiently. The Administrative Assistant will be expected to maintain a high level of professionalism and confidentiality while interacting with various stakeholders, including government officials, suppliers, and team members. This role is essential for facilitating the implementation of projects and ensuring that the organization's objectives are met in a timely and effective manner.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a variety of tasks, including but not limited to:

• Making travel arrangements for staff, including ticketing and calculating Daily Subsistence Allowance, while reviewing and processing Official Travel Authorisations and Travel Claims.
• Processing Low Value Procurement and placing orders under Corporate and local Window Contracts.
• Maintaining the Asset Management database, ensuring proper receiving, hand-over, and transfer of assets, including writing-off and bar-coding.
• Acting as dispatcher for drivers, checking and signing vehicle daily logs and reports for fuel consumption, and generating reports for review.
• Coordinating cleaning staff and monitoring reports on household consumption, making entries in the IRMA Inventory Module.
• Handling Suppliers, Customers, and Banks (SCB) matters.
• Serving as secretary for Fund Material Management Committee (FMMC) meetings.
• Acting as the focal point for customs clearance procedures, preparing and processing documentation, and liaising with customs authorities.
• Assisting with other administrative duties as required, including maintenance of office premises and supporting the National Procurement Officer.

Required Qualifications:
Candidates must possess completed secondary education along with specialized training in business/public administration, finance, human resources management, or a related field. A minimum of five years of relevant experience in administration, business/public administration, finance, or human resources management is required, preferably within international organizations or companies. Candidates should demonstrate excellent communication and interpersonal skills, proficiency in Microsoft Office applications, and familiarity with ORACLE-based applications is considered an asset. The ability to work effectively with individuals from diverse backgrounds while maintaining impartiality and objectivity is essential. Additionally, candidates should exhibit gender awareness and sensitivity, integrating a gender perspective into their tasks and activities.

Educational Background:
The position requires a high school diploma or equivalent (GED) as the minimum educational qualification. Specialized training in relevant fields such as business administration, finance, or human resources management is highly desirable and will be considered an asset in the selection process.

Experience:
The ideal candidate should have at least five years of relevant experience in administrative roles, particularly in international organizations or companies. This experience should encompass a broad range of administrative functions, demonstrating the ability to manage tasks efficiently and effectively in a dynamic work environment. Candidates should also have a proven track record of working collaboratively with diverse teams and stakeholders.

Languages:
Proficiency in English is mandatory, with excellent written and oral communication skills. Additionally, candidates should be fluent in either Uzbek or Russian, as these languages are essential for effective communication within the local context and with various stakeholders.

Additional Notes:
This position is a full-time contracted role under a local contract with a general services job level (G5). The monthly remuneration is set at USD 1190.00, subject to social security deductions, and appointments are typically made at Step 1 of the OSCE salary scale. In exceptional cases, candidates with relevant experience exceeding minimum requirements may be considered for higher steps. The OSCE emphasizes ethical standards and expects its officials to conduct themselves in a manner befitting their status as international civil servants. The organization 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 appointments are subject to medical clearance. The OSCE encourages applications from qualified candidates of all backgrounds and does not request payment at any stage of the application process.