Administrative Assistant G5 (Part-time 50%)

Job Posting Organization:
The Organization for security" style="border-bottom: 1px dotted #007bff !important;">Security and Co-operation in Europe (OSCE) is an intergovernmental organization founded in 1975, with a mission to promote peace, stability, and democracy in Europe. The OSCE operates in 57 participating States and has a comprehensive approach to security that encompasses politico-military, economic and environmental, and human aspects. The organization addresses a wide range of security-related concerns, including arms control, human rights, and counter-terrorism. The OSCE has a diverse workforce and is committed to promoting inclusivity and equal opportunities for all its employees.

Job Overview:
The Administrative Assistant G5 position is a part-time role (50%) that supports the Office for Democratic Institutions and Human Rights (ODIHR) within the OSCE. The incumbent will work under the supervision of the Senior Administrative Assistant and is expected to act with a degree of autonomy and initiative. The role involves providing essential administrative and logistical support to the department, ensuring smooth operations, and enhancing process efficiencies. The preferred working arrangement is Monday to Friday mornings, although other arrangements can be discussed. The position requires a proactive approach to organizing day-to-day administrative tasks and coordinating with other administrative assistants and departments to improve workflows and processes.

Duties and Responsibilities:
The incumbent will be responsible for a variety of tasks, including: organizing and providing day-to-day administrative and logistical support for the department; planning and delivering logistical arrangements for meetings, workshops, and events; managing travel arrangements for staff and participants; processing and tracking purchase requisitions, payments, and invoices; drafting routine correspondence and formatting documents; maintaining accurate records; managing digital and physical document management systems; providing backup administrative support during absences or peak workload periods; and maintaining positive and professional communication with internal and external stakeholders. The role also involves liaising with experts, consultants, and service providers to support administrative procedures and documentation.

Required Qualifications:
Candidates must have completed secondary education and possess a minimum of 5 years of relevant work experience. Experience in project administration and management is essential. The ability to multitask and meet deadlines is crucial, along with being computer literate and having practical experience with Microsoft applications. Excellent written and spoken communication skills in English are required, while a good knowledge of Polish is highly desirable. Knowledge of other languages, especially Russian, is considered an advantage. The candidate should also demonstrate the ability to work effectively with people from diverse nationalities, religions, and cultural backgrounds.

Educational Background:
The minimum educational requirement for this position is a High School Diploma or equivalent (GED). Candidates should have a solid educational foundation that supports their administrative capabilities and enhances their ability to perform the duties required of the role.

Experience:
The position requires at least 5 years of relevant work experience, particularly in project administration and management. Candidates should have a proven track record of successfully managing administrative tasks and supporting organizational operations in a professional environment.

Languages:
Proficiency in English is mandatory, with excellent written and spoken communication skills. A good knowledge of Polish is highly desirable, and knowledge of additional languages, particularly Russian, is considered an asset that can enhance the candidate's suitability for the role.

Additional Notes:
This is a part-time position (50%) with a monthly remuneration of approximately 5050 PLN, subject to social security deductions. OSCE salaries are exempt from taxation in Poland. The organization offers participation in the Cigna medical insurance scheme and contributes to a pension-style fund. The OSCE is committed to diversity and inclusion and encourages qualified candidates from all backgrounds to apply. The position is fixed-term and subject to medical clearance, with a mandatory retirement age of 65 years for contracted positions. The OSCE does not reimburse expenses related to the application process, and candidates should be aware that they will not be required to make any payments during the application process.