Background:

The work of the Programme Office in Bishkek (POiB) focuses on a range of security issues, including countering terrorism, border security and transnational threats such as human trafficking, to developing the country’s regions, strengthening efforts to combat corruption on all levels, as well as supporting the reform of the justice sector, implementation of election reform, gender equality and building open and resilient societies.

The post is located in the Fund Administration Unit (FAU). The FAU provides administrative and management support to enable the Mission to implement its mandate in accordance with the Common Regulatory Management System (CRMS) in a timely, efficient and effective manner. FAU ensures streamlined and transparent administrative processes and workflows, maintains an appropriate control framework and supports the Mission’s operational needs. The unit comprises 4 sections: Human Resources, Procurement and Materials Management, Finance, and ICT. In the contexts of each respective section, the department ensures regular reviews of administrative procedures and practices are conducted to maximise efficiency and provide a coherent and comprehensive source of advice and support in delivering financial, human resources, ICT and material management services to programme implementation.

Tasks and Responsibilities:

Under the direct supervision of the Head of Mission, the successful candidate will be tasked with the following duties:

1. Common Regulatory Management System and Risk Management: directing the overall application of the Common Regulatory Management System within the Fund on behalf of the Secretary-General; acting as the focal point for risk management activities; advising the Fund Manager on administrative policies and the management of financial, human and material resources, including in urgent and compelling circumstances; advising the Fund Manager on budgetary consequences of Programme initiatives; implementing administrative/finance/staff instructions and adapting them to local conditions when necessary in co-ordination with the Secretariat; keeping the Approval Tree up-to-date;
2. Financial/budget management: ensuring that financial resources of the Field Operation are used in accordance with the Financial Regulations, Rules and Instructions; ensuring that qualified staff and internal mechanisms are in place for the processing control and reporting of financial transactions; acting as administrative approving officer for the Fund and ensuring that sufficient alternate approving officers are designated as required; ensuring that Budget Proposals are in accordance with the standards of the Organization and clearly identifying objectives and Outputs and the full resource cost of each; and ensuring that financial and Programme implementation reports are prepared in accordance with the Financial Regulations, Rules and Instructions;
3. Human Resource Management: ensuring that the staff of the Field Operation are recruited and administered in accordance with the Staff Regulations, Rules and Instructions; supporting the Fund Manager in establishing staffing requirements; overseeing staff performance, training and welfare issues, as well as staff/management relations;
4. Procurement and Contract Management: ensuring that the needs of the Field Operation for goods and services are accurately assessed and properly budgeted; procuring goods and services in accordance with the Financial Regulations and Rules, procurement standards and Instructions of the Organisation and within the limits of delegated authority; ensuring that contracts are drawn up in accordance with OSCE standards and formats and that procedures are in place to ensure proper contract administration, monitoring and control; and approving contract awards;
5. Logistics and Asset Management: establishing a supply chain system in the Field Operation to deliver goods and equipment, including the functions of receipt, inspection, supply, warehousing, transport and distribution; overseeing activities related to the inventory control; implementing asset management standards, including vehicle management and inventory system; ensuring efficient use, distribution, maintenance and operational readiness of the vehicle fleet; implementing the building management policies and standards of the Organisation and ensuring that they are observed when renting, refurbishing, occupying or using OSCE premises; implementing the organization-wide insurance programme and ensuring that the Field Operation is covered effectively and in a cost-effective manner against all identified risks; and implementing the Organization’s travel policies and ensuring that cost-effective arrangements are in place to administer travel funds;
6. Information and Communication Technology: ensuring that an information/technology local area network is in place and properly maintained in accordance with the standards of the Organisation; ensuring that communication systems are in place and maintained utilising landline or satellite facilities; ensuring that the required equipment, software, operating and maintenance systems are secured to keep the systems in good operating order; and implementing instructions on information technology and communication matters and adapting them to local conditions and operating requirements as necessary;
7. Performing other related duties as required.

Necessary Qualifications:

• International mission members in the OSCE are internationally recruited. For the purposes of OSCE Missions (Field Operations) this means that they are hired to work in a duty station outside of their home country or country of permanent residence. As a result, nationals and permanent residents of the duty station are not eligible for international mission member positions. In the case of individuals with multiple nationalities, candidates are still ineligible for consideration even if using another citizenship for application while simultaneously maintaining the citizenship or permanent residence status of the country where the duty station is located;
• A first-level university degree in public or business administration, management, finance or accounting;
• A minimum of seven years (five with a relevant second-level university degree) of progressively responsible professional experience in the field of general administration (finance or human resources management);
• Experience working in an international organization and/or field mission, with a minimum of three (3) years on a supervisory level;
• Excellent communication, planning and organizational skills and ability to maintain strict confidentiality in all aspects of work;
• Flexibility and ability to work under pressure as well as adaptability to live in difficult/hazardous conditions;
• Demonstrated practical experience in administration principles and practices and organizational and general management concepts;
• Ability to establish and maintain effective and constructive working relationships with people of different national and cultural backgrounds while maintaining impartiality and objectivity;
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
• Professional fluency in English with excellent communication (both oral and written) skills; working knowledge of Russian;
• Computer literacy, with practical experience with Microsoft packages; ability to use and knowledge of an ERP system, preferably ORACLE;
• A valid driving license and ability to drive vehicles using manual transmission.

Remuneration Package:

Monthly remuneration subject to social security deductions is around US$ 5,340 to which Board and Lodging Allowance is added (currently EUR 120 per day subject to change without prior notice). Social benefits will include the possibility of participation in the Cigna medical insurance scheme and the OSCE Provident Fund.

Appointments are normally made at step 1 of the applicable OSCE salary scale.

If you wish to apply for this position, please use the OSCE’s online application link found under https://vacancies.osce.org/.

The OSCE retains the discretion to re-advertise/re-post 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.

Only those candidates who are selected to participate in the subsequent stages of recruitment will be contacted.

Candidates interviewed and found suitable in the recruitment process for this vacancy notice will be placed on a roster of suitable candidates (valid for three years) for fixed-term posts, should a suitable opportunity arise. The placement on a roster does not guarantee a future appointment or assignment.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see https://www.osce.org/participating-states.

The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization.

Candidates should be aware that OSCE officials shall conduct themselves at all times in a manner befitting the status of an international civil servant. This includes avoiding any action which may adversely reflect on the integrity, independence and impartiality of their position and function as officials of the OSCE. The OSCE is committed to applying the highest ethical standards in carrying out its mandate. For more information on the values set out in OSCE Competency Model, please see https://jobs.osce.org/resources/document/our-competency-model.

The OSCE is a non-career organization committed to the principle of staff rotation, therefore the maximum period of service in this post is 7 years.

Please be aware that OSCE appointments are subject to medical clearance.

The mandatory retirement age at the OSCE is 65 years for contracted positions at the general service, professional and director level. The Organization shall apply an age limit of 62 years at the time of appointment as the incumbent selected is normally expected to carry out the contractual obligation of two years.

Please be aware that the OSCE does not request payment at any stage of the application and review process.