OSCE SENIOR SECRETARY in Kyiv 90 views

Under the supervision of Chief of Staff (CoS), the Senior Secretary will provide secretarial, clerical and administrative services, while working in close co-ordination with the Senior Secretary to the Chief Monitor and other administrative staff with in the Office of the Head of Mission and other departments and units of the Head Office. More specifically, the Senior Secretary:

1. Maintains the Chief of Staff’s personal schedule and makes appointments on their behalf;

2. Carry out the administrative preparation of meetings and events hosted by Chief of Staff or by the Office of the Chief Monitor by liaises with participants on invitations and related information; ensures logistics for meetings/events, venue set-up; and makes all necessary bookings for official dinners/lunches/receptions;

3. Maintains documents and files, i.e. collating, copying, distributing, and filing of documents;

4. Ensures that documents and correspondence for signature have prior been reviewed by all relevant units and conform with OSCE/SMM standards, formatting, and administrative practices; responsible for the proper formatting of documents before submission for signature, and returns documents to originating offices for completion, amendment or correction, if necessary;

5. Receives, screens, logs and routes correspondence, attaches necessary background information and maintains a follow-up system;

6. Makes arrangements for official travel, prepares Official Travel Authorizations and Travel Claims, ensures that all the necessary travel documents, e.g. visas, vaccination certificates etc., are in order; arranges accommodation and transport;

7. Screens telephone calls and directs them as appropriate and with discretion;

8. Drafts on own initiative or under instruction non-substantive correspondence, some of which may be confidential;

9. Maintains contact lists, such as for government officials, the international community in country, local and national as well as out-of-country stakeholders;

10. Prepares basic written translations or interprets verbally for senior officials when necessary;

11. Work closely with the Senior Secretary of the Chief Monitor and act as back-up when needed;

12. Performs other duties as required.