Front Office Clerk, Warsaw, Poland 329 views


Issued by: OSCE Office for Democratic Institutions and Human Rights

Vacancy number: VNODIG00778

Vacancy type: Local Contracted

Field of expertise: General Administration

Grade: G3

Duty station: Warsaw

Date of issue: 28 November 2019

Deadline for application: 12 December 2019 – 23: 59 Central European Time (CET/CEST)

Background:

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The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. ODIHR is active throughout the OSCE area in the fields of election observation, democratic development, human rights, tolerance and non-discrimination, and the rule of law. ODIHR’s assistance projects and other activities are implemented in participating States in accordance with ODIHR’s mandate.

The Office is looking to appoint a Front Office Clerk on the full-time basis for a maximum period of 3 months, starting from 14 January 2020.

Tasks and Responsibilities:

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Under the general supervision of the Senior Administrative Assistant, the incumbent performs the tasks of a Receptionist, Switchboard Operator, Meeting Assistant, Administrative and Mail Clerk. Work is organized in shifts between 8 am and 6 pm.

The incumbent performs the following duties:

  • Operating a telephone switchboard; placing official incoming calls, establishing telephone connections upon request of staff members, taking and delivering messages;
  • Obtaining additional information on the identity of persons from the Security Guards who are controlling access of visitors to the building;
  • Greeting visitors and supplying general information on the work programme of the Office;
  • Distributing mail correspondence and parcels to addressees;
  • Keeping informed on presences/absences (including duty travel, annual leave, attendance at outside meetings) of staff members and answers queries in that respect;
  • Providing logistic support for in-house meetings and conferences;
  • Updating logs of official correspondence (Note Verbale) and experts contracts, scanning invoices;
  • Performing other duties as assigned.

Necessary Qualifications:

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  • Completed secondary education;
  • Two years of office experience, including at least one year of experience as a switchboard operator;
  • Proficiency in Polish and English, Russian language is an asset;
  • Ability to operate modern telephone equipment;
  • Excellent communication skills and tact in dealing with people from a variety of national and cultural backgrounds.

Required competencies:

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Core values

  • Commitment: Actively contributes to achieving organizational goals
  • Diversity: Respects others and values their diverse perspectives and contributions
  • Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles
  • Accountability: Takes responsibility for own action and delegated work

Core competencies

  • Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization
  • Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment
  • Planning: Works towards the achievement of goals in a structured and measured manner
  • Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions
  • Initiative-taking: Proposes and initiates new ideas, activities and projects
  • Flexibility: Responds positively and effectively to changing circumstances

Managerial competencies (for positions with managerial responsibilities)

  • Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment
  • Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them
  • Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities

Remuneration Package:

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Monthly remuneration, subject to social security deductions, is approximately 5,100 PLN. OSCE salaries are exempt from taxation in Poland.

Social security will include participation in the Cigna International medical insurance scheme (current approximate deduction for a staff member is 44 Euro).

Appointments for short term assignments are always made at step 1 of the applicable OSCE salary scale.

How To Apply:

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

The OSCE retains the discretion to re-advertise 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 the OSCE on-line applications will be accepted and short-listed applicants contacted.

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

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

No application fees or information with respect to bank account details are required by OSCE for our recruitment process.

Please note that in the event of invitation for interview, the OSCE is unable to reimburse costs incurred.

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