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ODIHR OBWE

Warszawa, MIodowa 10

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Wszystkie (85) Aktualne ( 0 ) Archiwalne ( 85 )

HR / Procurement Assistant (G5)

Miodowa 10, Śródmieście, Warszawa
Wygasła: 28.04.2024
full-time
umowa o pracę
hybrid work
assistant
Obowiązki:
  • Under the overall supervision of the Chief of Human Resources (50%) and Procurement Officer (50%), the selected candidate will perform the following functions and duties:
  • 1. Performing the complete range of recruitment and selection duties for fixed-term and short-term positions as well as for Experts hired through Special Service Agreements, funded from Extra-Budgetary sources;
  • 2. Contributing to the daily implementation of the payroll in IRMA, closely complementing the work of the Senior Human Resources Assistant, who has full responsibility for this area; Verifies and monitors incoming documents affecting salaries and entitlements ensuring that they are complete and in compliance with the OSCE Staff Rules and Regulations as well as OSCE Staff Instructions and other relevant administrative circulars, instructions and guidelines, and allows to create a proper financial provision in the IRMA system and submits for approval by the Chief, Human Resources Unit;
  • 3. Supporting and advising programmatic staff/internal clients with preparation of Terms of References (ToR) and Technical Specifications (TS);
  • 4. Releasing, Requests for Proposals (RFPs), Invitations to Bids (ITBs), Requests for Quotations (RFQs) and requests for offers; Following up on issued RFQs ensuring they are received by set deadlines; Drafting Evaluation reports and recommending contract awards; Reviewing PRs approved in Oracle and converting them into POs. Ensuring countersigning of POs by suppliers; Contract negotiations, preparation and administration;
  • 5. Collecting the documentation relevant to supplier entry (individual suppliers and companies); Processing Supplier Registration Forms (SRFs) by reviewing data from the form and support documentation for accuracy; Registering new suppliers in ORACLE system and attaches all relevant documentations as per established guidelines; Performing self-verification of entered SRF data by reviewing, correcting, deleting, or re-entering data. Follows up approval process and keeps a record for delays, errors, timelines; Managing the suppliers’ database;
  • 6. Drafting routine and non-routine correspondence (both on administrative and substantive human resources and procurement matters); putting documents into adequate style, language and format, and proofreading documents and editing texts for accuracy, grammar, punctuation and style in accordance with standard practices;
  • 7. Keeping track of pending matters and following up with other offices on deadlines, as well as on budget and expenditure for specific HR/procurement outputs and/or activities, giving estimates of costs for individual project activities and proposing budgetary and/or expenditure adjustments to supervisor
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Budget Assistant

Miodowa 10, Śródmieście, Warszawa
Wygasła: 24.04.2024
full-time
umowa o pracę
mobile work
assistant
Obowiązki:
  • Under the overall supervision of the Associate Finance Officer the selected candidate will perform the following functions and duties:
  • 1. Ensuring effective utilization of budgeted resources by reviewing proposed expenditures for authorization and availability of funds, and for compliance with regulations;
  • 2. Supporting the effective utilization of budget funds by providing support and guidance to colleagues on approaches to effectively manage budgets, providing training and advice on policies/procedures and donor requirements, communicating issues and initiating corrective actions in relation to expenditures;
  • 3. Supporting the execution of programmatic objectives by preparing budgets for programmatic activities based on data obtained from programmatic staff, official data sources and knowledge of previous project issues and requirements with respect to budget preparation and by understanding programmatic objectives, guiding programmatic staff with regard to budgeting considerations, coordinating with Finance Unit colleagues with regard to assumption utilization and standard formats and using knowledge of OSCE budgeting and documentation procedures;
  • 4. Supporting management decision making regarding the efficient and effective use of budgetary resources by monitoring budget utilisation, forecasting expected results, proposing alternate funding sources as needed and preparing budget utilization reports and by communication with programmatic staff with regard to programme changes, Finance Unit colleagues with regard to financial updates and knowledge of ODIHR reporting standards;
  • 5. Supporting compliance with donor funding conditions by ensuring expenditures are consistent with donor requirements and limitations, preparing donor-specified financial requests and reports, preparing ODIHR annual donor reports and assisting Project Coordination Unit with financial aspects of donor communication;
  • 6. Ensuring accuracy of financial records by recording transactions in the general ledger system; analysing results, investigating discrepancies and recording correction transactions; reviewing, reconciling and taking action on outstanding balances; and providing information for reviews and audits
  • For more detailed information on the structure and work of the OSCE Office for Democratic Institutions and Human Rights, please see https://www.osce.org/odihr
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Driver (G2)

Miodowa 10, Śródmieście, Warszawa
Wygasła: 10.04.2024
full-time
umowa o pracę
mobile work
entry level & blue collar
Obowiązki:
  • Under the direct supervision of the Senior Administrative Assistant, incumbent performs the following functions:
  • - Providing transportation services: driving office staff members, officials and visitors;
  • - Providing messenger services: collecting and delivering documents, liaising with post-office, bank and other partner institutions;
  • - Supporting the Office meetings and conferences by driving participants and delivering/installing necessary equipment;
  • - Day to day maintenance of the assigned vehicle: checks of oil, water, battery, brakes, tires, etc., performing minor repairs and arranges for other repairs;
  • - Backing up the other Office driver and shares the workload on daily basis;
  • - Supporting day-to day operations of ODIHR: doing small shopping, providing minor repairs of equipment and furniture, helping in office moves;
  • - Assisting staff members involved in car accidents by liaising with police and other relevant institutions, providing information on local procedures and regulations related to traffic and car registry;
  • - Performing other duties as assigned
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od 5270 do 5270 PLN
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Administrative Assistant

Miodowa 10, Śródmieście, Warszawa
Wygasła: 15.04.2024
full-time
umowa o pracę
hybrid work
assistant
Obowiązki:
  • Tasks and Responsibilities:
  • Under the overall supervision of the Project Officer the selected candidate will provide administrative and technical support in implementing project activities, by performing the following functions and duties:
  • 1. Providing background project information and keeping track of pending matters, and responding to moderately complex information requests and directing queries to appropriate personnel;
  • 2. Drafting routine correspondence (both on administrative and substantive project matters) based on the existing patterns, templates or practice, such as terms of reference and background notes; putting them into adequate style, language and format; proofreading documents and editing texts for accuracy, grammar, punctuation and style in accordance with standard practices;
  • 3. Consulting to clarify the application of relevant policies and procedures; retrieving information on administrative matters and the project from the SAP modules which have been designed to support results-based management;
  • 4. Using ERP, initiating and following up on actions related to recruitment of consultants, training and study tours, purchase of equipment, payments, travel authorizations requests/claims and dealing with all related inquiries;
  • 5. Performing administrative tasks such as arrangements for meetings and other events, reservations, research for information and reference material; preparing requests/documents, e.g. requisitions, travel requests/authorizations, expenditure authorizations, visa applications; putting in place the necessary IT equipment and assisting in its operation, etc
  • 6. Maintaining an up-to-date filing system (both paper and electronic) and databases related to work
  • For more detailed information on the structure and work of the OSCE Office for Democratic Institutions and Human Rights, please see https://www.osce.org/odihr
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Security Assistant, short-term (G5)

Miodowa 10, Śródmieście, Warszawa
Wygasła: 16.04.2024
full-time
umowa o pracę
hybrid work
assistant
Obowiązki:
  • Under the general supervision of Logistics and Security Officer, incumbent will be responsible for providing security and driving services, to transport passengers and/or goods under the rules of the OSCE Transport Manual and the Code of Conduct, and in particular:
  • 1. Providing mission security escort services, including driving of armoured vehicles, for the transportation of passengers - OSCE/ODIHR officials and mission personnel, under conditions and circumstances of increased security risk; ensuring a safety and security of all passengers;
  • 2. Assisting the mission security team leader in accomplishing effective protective security coverage for their assigned clients, remaining vigilant, alert and maintaining close communication with Logistics & Security Unit at all times during missions;
  • 3. Providing basic first aid to members of team in case of medical emergency;
  • 4. Performing a thorough vehicle security and safety check before and after any movement, to ensure the vehicle is safe for operation, free from damages, and without any attached external components that could compromise the safety of its occupants;
  • 5. Ensuring that the assigned vehicles are in good operational conditions: conducting daily checks (oil, fuel, brakes, tyres, battery, tool kits, etc) on all assigned vehicles and before the commencement of any trip/mission, and reporting of any defects to the L&SU for immediate repairs and maintenance; carry out minor mechanical emergency repairs on vehicles as and when required;
  • 6. Ensuring up to date knowledge and following all rules and regulations in relation to Host Country law, best security practises, Standard Operating Procedures, as well as OSCE Rules and Regulations, and OSCE Code of Conduct;
  • 7. Ensuring that the steps required by rules and regulations are taken in case of involvement in accident
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Supply Assistant

Miodowa 10, Śródmieście, Warszawa
Wygasła: 06.03.2024
full-time
umowa o pracę
hybrid work
assistant
Obowiązki:
  • Tasks and Responsibilities:
  • The Supply Assistant reports to Procurement Officer and receives day-to-day priorities and technical direction from the Senior Procurement and Asset Management Assistant. In particular the incumbent performs the following functions:
  • 1. Performing procurement of goods, services and works services in compliance with OSCE CRMS
  • 2. Conducting market surveys and identifying goods, services, works and suppliers in line with specification received from requestors
  • 3. Drafting Request for Quotations (RFQs) in close coordination received Terms of References and Specifications ensuring RFQs reflect requestor’s requirements; drafting Evaluation Reports
  • 4. Processing Purchase requests (PRs), preparing Purchase Orders (POs) drafting contracts
  • 5. Supporting with asset management, physically receiving and inspecting purchased assets, upon delivery to ODIHR premises, conducting annual physical inventory verification
  • 6. Coordinating demand and delivery of office supplies
  • 7. Performing other duties as assigned by the supervisor
  • For more detailed information on the structure and work of the OSCE Office for Democratic Institutions and Human Rights, please see https://www.osce.org/odihr
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Travel / Procurement Assistant (G5)

Miodowa 10, Śródmieście, Warszawa
Wygasła: 14.02.2024
full-time
umowa o pracę
hybrid work
assistant
Obowiązki:
  • Tasks and Responsibilities
  • Under the direct supervision of the Procurement Officer the incumbent performs the following functions:
  • 1. Supporting travel management and enforcing compliance with ODIHR travel policy – validating ticket selection, documentation, providing alternative cost-saving options;
  • 2. Operating ORACLE system by raising various procurement requests;
  • 3. Acting as travel focal point for internal and external stakeholders, briefing ODIHR staff on travel policies;
  • 4. Updating internal travel procedures and processes, preparing travel related reports;
  • 5. Finding the best available offers for the hotel, car rental, and conference/training facilities for group bookings, negotiating contracts with travel agencies;
  • 6. Supporting Tender and Requests for Quotes Processes - conducting preliminary market surveys for the purchase of goods/services, drafting ‘tender invitations’, finalizing ‘requests for quotes’;
  • 7. Managing the supplier’s database;
  • 8. Supporting ODIHR monitoring and observation activities in the area of procurement and travel management. It may require an ability and willingness to deploy to the field, sometimes on short notice;
  • 9. Performing other duties as required
  • For more detailed information on the structure and work of the OSCE Office for Democratic Institutions and Human Rights, please see https://www.osce.org/odihr
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Budget Assistant (Elections), G5

Miodowa 10, Śródmieście, Warszawa
Wygasła: 05.02.2024
full-time
umowa o pracę
hybrid work
specialist (Mid / Regular)
Obowiązki:
  • Under the general supervision of the Associate Finance Officer (Elections), by applying and interpreting OSCE and ODIHR financial rules and regulations in the context of the ODIHR operating environment, the incumbent will perform the following functions:
  • 1. Supporting the execution of Elections Department objectives by preparing budgets for elections observation activities;
  • 2. Advising management on the efficient and effective use of budgetary resources;
  • 3. Monitoring budget utilisation, forecasting expected results and preparing budget utilization reports;
  • 4. Providing support and guidance to colleagues on effective budget utilisation (trainings/advice on policies and procedures, communicating issues);
  • 5. Operating financial transactions in ORACLE system – recording, analysing, reviewing, reconciling, providing information for reviews and audits;
  • 6. Ensuring accuracy of treasury management in support of election activities, including processing of funds replenishment requests, processing of cash payments and bank transfers. Facilitating opening and closure of ODIHR bank accounts in the countries where election activities are conducted;
  • 7. Ensuring recovery of costs and accuracy of accounting process for reimbursement from participating States by estimating cost distributions, preparing and issuing claims, reconciling expenditures and following up on outstanding balances;
  • 8. Supporting the Procurement function of Election Observation Activities;
  • 9. Carrying out any other duties as required by the Supervisor
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Project Assistant

Miodowa 10, Śródmieście, Warszawa
Wygasła: 30.01.2024
full-time
umowa o pracę
hybrid work
assistant
Obowiązki:
  • Under the direct supervision of the Associate Project Officer the incumbent provides administrative, logistical and organizational support for the preparation and implementation of project activities, in particular the incumbent performs the following functions for the project:
  • 1. Drafting correspondence both on administrative and substantive project matters;
  • 2. Contributing to working documents and background materials: concept notes, memos, sections of project reports and briefing papers;
  • 3. Providing administrative and logistical support for the organization of meetings, seminars, round tables and conferences;
  • 4. Making travel arrangements for the project staff, contracted experts and meeting attendees;
  • 5. Preparing drafts of contract’s Terms of Reference for the employment of external consultants and implementing partners;
  • 6. Operating ORACLE system by raising various travel and procurement requests;
  • 7. Performing other duties as required
  • For more detailed information on the structure and work of the OSCE Office for Democratic Institutions and Human Rights, please see https://www.osce.org/odihr
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Project Assistant (G5)

Miodowa 10, Śródmieście, Warszawa
Wygasła: 21.11.2023
full-time
umowa o pracę
full office work
assistant
Obowiązki:
  • Under the overall supervision of the Assistant Project Officer, the incumbent provides administrative, logistics and organizational support for the preparation and implementation of project activities and supports the project's staff, in particular the incumbent performs the following functions for the project:
  • 1. Drafting routine and non-routine correspondence (both on administrative and substantive project matters), working documents and background material pertaining to issues addressed through project activities, including concept notes and sections of project reports and briefing papers; putting documents into adequate style, language and format, and proofreading documents and editing texts for accuracy, grammar, punctuation and style in accordance with standard practices
  • 2. Assisting in the development and implementation of project activities by liaising with counterparts and facilitating their participation, drafting terms of reference for the employment of consultants and implementing partners, and monitoring the implementation of activities and submission of reports by the implementing partners and consultants
  • 3. Carrying out logistical and administrative tasks in relating to planning and implementation of the project based on provided ToRs and other instructions, raises PRs and receives goods and services in IRMA, co-ordinates with experts, supplies guidelines on travel procedures, contracts and payments as well as providing information on what is expected in reports, agendas and other documents related to activities, trips/missions and events attended, maintains and updates a database of contact data for national/local experts, including CVs, photocopies of passport and bank details in accordance with ODIHR policies
  • 4. Making travel arrangements for the project staff, contracted experts and meeting attendees, arranging cost-effective travel bookings, preparing and monitoring financial documentation (OTA and TEC forms, PRs, necessary invoices, operational advances and representation documentation), communicating to travellers about travel arrangements and OSCE Rules and Regulations governing eligiblity, identifying visa needs and making necessary arrangements with MFAs, embassies and consular offices, assisting travellers to complete travel reconciliation in a timely manner
  • 5. Providing administrative and logistical support for the organization of meetings, seminars, round tables and conferences, making travel arrangements and arrangements at the conference venue, co-operating with official and organizational counterparts, including relating to all technical equipment, interpreters and other event support, preparing and collating materials for presentations and assisting the project team with typing and formatting letters of invitation, lists of speakers, agendas, lists of participants, consolidated summaries and other documents
  • 6. Performing a variety of clerical and secretarial tasks, taking notes and preparing minutes of meetings, carrying out a variety of Oracle-related tasks, drafting correspondence, making unofficial translations of correspondence and documents from and to English where applicable, helping the project team to maintain an appropriate electronic and hard copy document filing system, responding to queries and providing information on activities, ensuring availability of documents and publications, assisting with the communication flow with the units of Common Services, tracking documents proactively through the approval process, and performing other duties as assigned
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Administrative Assistant

Miodowa 10, Śródmieście, Warszawa
Wygasła: 21.09.2023
full-time
umowa o pracę
full office work
assistant
Obowiązki:
  • Under the direct supervision of the Project Co-ordinator (Elections) and overall guidance by the Deputy Head of the Election Department, the incumbent provides the necessary travel, logistical and administrative, and clerical support for the preparation and implementation of the project. The incumbent performs the following functions for the project:
  • 1. Making travel arrangements for staff, contracted experts and attendees of the project events, including:
  • • Arranging for cost-effective travel connections, making multiple bookings, hotel reservations, local transportation and insurance, where applicable;
  • • Preparing all necessary financial documentation related to the travel (eOTA input, TEC forms, Purchase Requisitions (PR)) and where necessary invoices and operational advance and representation documentation;
  • • Informing travellers about travel arrangements and OSCE Rules and Regulations governing eligibility;
  • • Identifying visa needs and making all necessary arrangements with MFAs, embassies and consular offices. Drafts Notes Verbales in support of visa requests and obtains appropriate signatures:
  • • Assisting travellers to complete travel reconciliations in a timely manner;
  • 2. Carrying out logistical and administrative tasks in relation to the planning and implementation of the project, including:
  • • Preparing Special Service Agreements (SSA) for experts and submitting them for approval;
  • • Functioning as a contact point for the procurement requirements for the project; co-ordinating procurement actions with the Procurement Unit of ODIHR and assisting them in gathering offers, ordering and receiving goods and services for the project;
  • • Assisting experts in preparing requests for payment presented for the Project Co-ordinator (Elections) approval, forwards paperwork to ODIHR’s Finance Unit for payment, monitors the flow and follows up (communicating with experts regarding receipt of payment);
  • • Travelling to the region as required;
  • 3. Providing administrative and logistical support for the organization of meetings, seminars, round tables and conferences organized in the context of the project;
  • 4. Performing a variety of clerical and administrative tasks;
  • 5. Performing other related duties as assigned
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Senior Administrative Assistant

Miodowa 10, Śródmieście, Warszawa
Wygasła: 21.05.2023
full-time
umowa o pracę
full office work
senior specialist (Senior)
Obowiązki:
  • Under the direct supervision of the Deputy Head of the Democratization Department and in consultation with the respective Chief(s) of Unit of the Democratization Department, the incumbent provides the necessary administrative and logistical support to the Unit(s) and, when requested by the first or second level supervisors, to the Department as a whole. The incumbent performs the following functions:
  • 1. Providing executive and co-ordination support to the Head and Deputy of Democratization Department;
  • 2. Co-ordinating and guiding the work of the Democratization Department’s Administrative Assistants, providing guidance and training for new administrative staff;
  • 3. Supporting Head and Deputy Head of Department in finance-related tasks by working closely with Budget Assistant;
  • 4. Assisting in preparation of special service agreements and compilation of partnership agreements;
  • 5. Providing logistical and administrative support for activities of one of the Democratization Department’s Units;
  • 6. Providing administrative and logistical support for the organization of meetings, seminars, roundtables and conferences (OSCE mandated meetings, internal Unit/Department meetings and meetings organized in the context of projects);
  • 7. Carrying out other related duties, as required by the Supervisor;
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Senior Procurement/Asset Management Assistant (G6)

Warszawa
Wygasła: 15.03.2023
full-time
umowa o pracę
hybrid work
senior specialist (Senior)
Obowiązki:
  • DISCLAIMER: This vacancy has been reposted to increase the applicant pool. Candidates who already applied for this position are still under consideration and do not need to re-apply
  • Under the direct supervision of the Procurement Officer, the incumbent is performing administrative tasks in support of the entire procurement process including assets management, contracts administration, acting as the focal point for the IRMA/ORACLE Material Management and Contracting module in the ODIHR, and in particular is responsible for the following functions:
  • Procurement of Goods, Services and Works, including:
  • a) Preparing and processing Tender Invitations, Request for Proposals (RFP) and Initiation to Bids (ITB) and/or Requests for Quotes (RFQ),
  • b) Supporting and advising programmatic staff/internal clients with preparation of Terms of References (ToR) and Technical Specifications (TS),
  • c) Conducting preliminary market research for the goods/services/works;
  • d) Drafting tender documents, coordinating evaluation of received offers
  • Contract negotiations, preparation and administration, including:
  • a) Supporting Procurement Officer in negotiating of contract’s terms and conditions including prices, delivery and payment terms, vendor obligations, post purchase service level,
  • b) Drafting contracts and agreements,
  • c) Administering communication with contractors
  • Purchase Order (PO) preparation, e.g.:
  • a) Reviewing Purchase Requests (PRs) assigned in Oracle for compliance with OSCE procurement rules, completeness of the information contained, obtaining any additional information from the requester,
  • b) Preparing specific or standardized POs, obtaining approvals in Oracle and authorized signatures
  • IRMA/Oracle ERP processes and procedures support:
  • a) Acting as the IRMA/Oracle ERP “Super User” for the Materials Management and Contracting module,
  • b) Assisting in implementation of IRMA/Oracle system,
  • c) Providing IRMA training for PMs and staff in general
  • Assets management
  • a) Creating, maintaining and updating the assets database,
  • b) Coordinating the Supply Assistant’s daily tasks related to asset management,
  • c) Verifying and preparing annual assets report,
  • d) Preparing and carrying out assets disposal,
  • e) Assisting in defining supply and asset management policies and practices,
  • Other duties
  • a) Updating and maintaining supplier database,
  • b) Conducting necessary administrative actions to ensure adequate start of the budget year start and closure,
  • c) Supporting ODIHR field operations (Election Observation Activities) by performing remote or on site activities and substituting for the Associate Procurement and Contracting Officer on short and medium term basis, if required,
  • d) Acting as Officer in Charge in the absence of Procurement Officer
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Budget Assistant (G5)

Warszawa
Wygasła: 29.03.2023
full-time
umowa o pracę
full office work
specialist (Mid / Regular)
Obowiązki:
  • Under the general supervision of the Associate Finance Officer, by applying and interpreting OSCE and ODIHR financial rules and regulations in the context of the ODIHR operating environment, the incumbent performs the following functions:
  • Ensuring effective utilization of budgeted resources by reviewing proposed expenditures for authorization and availability of funds, and for compliance with regulations;
  • Supporting the effective utilization of budget funds by providing support and guidance to colleagues on approaches to effectively manage budgets, providing training and advice on policies/procedures and donor requirements, communicating issues and initiating corrective actions in relation to expenditures;
  • Supporting the execution of programmatic objectives by preparing budgets for programmatic activities;
  • Supporting management decision making regarding the efficient and effective use of budgetary resources by monitoring budget utilisation, forecasting expected results, proposing alternate funding sources as needed and preparing budget utilization reports;
  • Supporting compliance with donor funding conditions by ensuring consistency of expenditures, preparing donor-specified financial requests and reports, preparing ODIHR annual donor reports and assisting Project Coordination Unit with financial aspects of donor communication;
  • Ensuring accuracy of financial records by recording transactions in the general ledger system; analysing results, investigating discrepancies and recording correction transactions; reviewing, reconciling and taking action on outstanding balances; and providing information for reviews and audits;
  • As required, supporting the financial functions of Election Observation Missions by deploying to assist or replace Budget Assistant, Elections in conducting finance activities in the field;
  • Carrying out other related duties, as required by the Supervisor
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Budget Assistant (G5)

Warszawa
Wygasła: 25.02.2023
full-time
umowa o pracę
full office work
assistant
Obowiązki:
  • Under the general supervision of the Associate Finance Officer, by applying and interpreting OSCE and ODIHR financial rules and regulations in the context of the ODIHR operating environment, the incumbent performs the following functions:
  • Ensuring effective utilization of budgeted resources by reviewing proposed expenditures for authorization and availability of funds, and for compliance with regulations;
  • Supporting the effective utilization of budget funds by providing support and guidance to colleagues on approaches to effectively manage budgets, providing training and advice on policies/procedures and donor requirements, communicating issues and initiating corrective actions in relation to expenditures;
  • Supporting the execution of programmatic objectives by preparing budgets for programmatic activities;
  • Supporting management decision making regarding the efficient and effective use of budgetary resources by monitoring budget utilisation, forecasting expected results, proposing alternate funding sources as needed and preparing budget utilization reports;
  • Supporting compliance with donor funding conditions by ensuring consistency of expenditures, preparing donor-specified financial requests and reports, preparing ODIHR annual donor reports and assisting Project Coordination Unit with financial aspects of donor communication;
  • Ensuring accuracy of financial records by recording transactions in the general ledger system; analysing results, investigating discrepancies and recording correction transactions; reviewing, reconciling and taking action on outstanding balances; and providing information for reviews and audits;
  • As required, supporting the financial functions of Election Observation Missions by deploying to assist or replace Budget Assistant, Elections in conducting finance activities in the field;
  • Carrying out other related duties, as required by the Supervisor
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Senior Procurement/Asset Management Assistant (G6)

Warszawa
Wygasła: 28.02.2023
full-time
umowa o pracę
hybrid work
senior specialist (Senior)
Obowiązki:
  • Under the direct supervision of the Procurement Officer, the incumbent is performing administrative tasks in support of the entire procurement process including assets management, contracts administration, acting as the focal point for the IRMA/ORACLE Material Management and Contracting module in the ODIHR, and in particular is responsible for the following functions:
  • Procurement of Goods, Services and Works, including:
  • a) Preparing and processing Tender Invitations, Request for Proposals (RFP) and Initiation to Bids (ITB) and/or Requests for Quotes (RFQ),
  • b) Supporting and advising programmatic staff/internal clients with preparation of Terms of References (ToR) and Technical Specifications (TS),
  • c) Conducting preliminary market research for the goods/services/works;
  • d) Drafting tender documents, coordinating evaluation of received offers
  • Contract negotiations, preparation and administration, including:
  • a) Supporting Procurement Officer in negotiating of contract’s terms and conditions including prices, delivery and payment terms, vendor obligations, post purchase service level,
  • b) Drafting contracts and agreements,
  • c) Administering communication with contractors
  • Purchase Order (PO) preparation, e.g.:
  • a) Reviewing Purchase Requests (PRs) assigned in Oracle for compliance with OSCE procurement rules, completeness of the information contained, obtaining any additional information from the requester,
  • b) Preparing specific or standardized POs, obtaining approvals in Oracle and authorized signatures
  • IRMA/Oracle ERP processes and procedures support:
  • a) Acting as the IRMA/Oracle ERP “Super User” for the Materials Management and Contracting module,
  • b) Assisting in implementation of IRMA/Oracle system,
  • c) Providing IRMA training for PMs and staff in general
  • Assets management
  • a) Creating, maintaining and updating the assets database,
  • b) Coordinating the Supply Assistant’s daily tasks related to asset management,
  • c) Verifying and preparing annual assets report,
  • d) Preparing and carrying out assets disposal,
  • e) Assisting in defining supply and asset management policies and practices,
  • Other duties
  • a) Updating and maintaining supplier database,
  • b) Conducting necessary administrative actions to ensure adequate start of the budget year start and closure,
  • c) Supporting ODIHR field operations (Election Observation Activities) by performing remote or on site activities and substituting for the Associate Procurement and Contracting Officer on short and medium term basis, if required,
  • d) Acting as Officer in Charge in the absence of Procurement Officer
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Press and Public Affairs Assistant

Warszawa
Wygasła: 03.01.2023
full-time
umowa o pracę
full office work
assistant
Obowiązki:
  • Under the direct supervision of the Spokesperson/Senior Press and Public Information Officer the incumbent performs the following duties:
  • 1. Assisting the ODIHR Editor in the preparation and production of ODIHR publications:
  • (a) Contacting printing houses, layouters and translators prior to and during the publication process;
  • (b) Working on solving any problems/delays in the publication process and ensuring that deadlines are kept;
  • (c) Preparing contracts for all external contractors involved in the production of ODIHR publications and other informational material; liaising between the Editor and the Finance Unit to ensure that contracts are fulfilled and payments made on a timely basis;
  • (d) Maintaining database for distribution of ODIHR publications;
  • (e) Maintaining files relating to the production of ODIHR publications;
  • (f) Assisting in preparing ODIHR publications for shipping
  • 2. Assisting the Spokesperson/Senior Press and Public Information Officer in liaising with media based in Poland:
  • (a) Translating OSCE/ODIHR press releases into Polish and disseminates to Polish media;
  • (b) Interpreting for the Spokesperson during media interviews whenever needed;
  • (c) Maintaining and regularly updating a database of media based in Poland;
  • (d) Monitoring the Polish media and briefing the Spokesperson on issues concerning the Office that are covered where relevant;
  • (e) Producing an English-language press digest following major events in which ODIHR is involved or on request;
  • 3. Assisting in the updating of the ODIHR website on occasion:
  • (a) Supporting the work of the Public Affairs Unit by updating the ODIHR website in the absence of the web editor or when otherwise necessary;
  • (b) Taking photographs of events taking place on the ODIHR premises and uploads to the website
  • 4. Carrying out all administrative tasks of the Press and Public Affairs Unit:
  • (a) Making arrangements for duty travel (air tickets, insurance, visas, TSAs);
  • (b) Making unofficial translations of correspondence to and from Polish;
  • (c) Preparing all procurement forms for the Unit
  • 5. Performing other tasks as required
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Administrative Assistant (G5)

Warszawa
Wygasła: 09.11.2022
full-time
umowa o pracę
assistant
Obowiązki:
  • Under supervision of the Second Deputy Director, the incumbent will be responsible for different tasks including:
  • 1. Providing secretarial and clerical support for the Second Deputy Director of ODIHR (SDD)
  • 2. Performing initial check of the completeness of documents presented for SDD’s approval and following up if any clarification is required
  • 3. Instructing staff members on proper administrative procedures for processing travel, contacts, procurement advances and payments
  • 4. Managing SDD’s calendar of meetings, appointments and trips
  • 5. Organizing business trips: tickets & hotel bookings, making appointments with third parties
  • 6. Serving as Meeting Coordinator for internally organised meetings
  • 7. Coordinating the workload of Front Office Assistant and ODIHR driver(s). Backstopping the Front Office Assistant in his/her absence
  • 8. Raising Purchase Requisitions for expenditures of the Common Services Department
  • 9. Drafting correspondence in accordance with standard office procedures
  • 10. Preparing informal translations, arranging official translations when required
  • 11. Arranging meetings, receiving visitors, serving as note taker
  • 12. Arranging business trips for all staff of Common Services Department
  • 13. Liaising with Polish MFA and Polish authorities concerning issuance of Polish driving licences for foreign staff
  • 14. Arranging requests for registration and insurance of the office and diplomatic staff vehicles, keeping record of parking permissions, marinating documentation concerning office and employee’s cars
  • 15. Performing other duties as assigned
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

ICT Assistant

Warszawa
Wygasła: 15.11.2022
full-time
umowa o pracę
specialist (Mid / Regular)
Obowiązki:
  • Under the direct supervision of the Chief, ICT, the incumbent is responsible for ODIHR ICT Systems Support, landline and mobile telephony, office automation packages/systems, application delivery and mobile computing. Specifically, the incumbent will perform the following duties:
  • 1. Assisting users to use ICT resources effectively by providing systems orientation, information, and on-the-job training, and first-level help desk assistance for the standard office products (email, word-processing, spreadsheets, database, Internet technologies, workstation operating systems, printers, scanners, mobile and landline telephony, videoconferencing and various applications). Liaison with external providers to ensure appropriate level of ICT services
  • 2. Contributing to the improvement of ICT support services by maintaining a Service Desk database of user problems and applied solutions, hardware and software assets, training, and support sessions provided, prepares Standard Operating Procedures and relevant user manuals and documentation
  • 3. Assisting users with help desk support for landline phones, mobile devices such as smartphones, tablets, laptops, tokens and other end-user hardware. Administering ODIHRs mobile devices management (MDM) system and telecommunications switchboard
  • 4. Installing and setting up computer equipment for end users in offices and for meetings purposes including testing, implementing desktop and laptop images, office applications and tools, communication and multimedia devices
  • 5. Acting as systems administrator for the Active Directory of ODIHR by managing user and email accounts, setting up and maintaining printer queues, maintaining supplementary servers, carrying out necessary cabling and patching in wiring racks, and following emergency plans for equipment, power, or security failures when necessary to protect data and security, act as a backup system administrator when necessary due to the absence of other staff
  • 6. Maintaining equipment and applications by troubleshooting and performing minor repairs on IT equipment
  • 7. Providing ICT support for activities related to Election Observation Missions by preparing standard installation packages and OS configuration for the Mission equipment. Occasionally helping in deploying and preparing dedicated Mission ICT equipment
  • 8. Performing other duties as requested by the supervisor
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Administrative and Meetings Assistant

Warszawa
Wygasła: 07.11.2022
full-time
umowa o pracę
assistant
Obowiązki:
  • Under the direct supervision of the FDD, the incumbent provides ongoing administrative, co-ordination and logistical support to the office of the FDD, and supports the organization of the five annual OSCE human dimension meetings:
  • 1. Providing administrative, co-ordination and logistical support to the office of the FDD
  • Maintaining an overview of the administrative work of the FDD’s office to ensure that timely administrative support is provided in general and specialized areas. This involves timely communication and coordination with other organizational units requiring the supervisor's approval on certain documents
  • Preparing correspondence or justifications in the form of emails or letters from verbal instructions as required on general administrative or specialized tasks that may be of a confidential nature within assigned area of responsibility
  • Performing initial check of the completeness of documents
  • Arranging appointments, coordinates deadlines and maintains FDD's calendar, receives high-ranking visitors, places and screens telephone calls and answers queries with discretion
  • Arranging meetings, both internal and external, some involving high-ranking officials, and takes minutes and/or notes at meetings
  • On FDD behalf coordinating and consolidating input from ODIHR departments for relevant Direction & Policy tasking
  • Searching office files and records relating to a variety of topics for information and references
  • Making travel arrangements for the FDD
  • Raising Procurement Requests for expenditure of the Direction & Policy; certifying that the services/goods have been received
  • Performing informal translations from/into Russian/Polish/English
  • 2. Providing support and input into organizing mandated human dimension meetings
  • Taking the operational lead with regard to the online conference registration system, accreditation, official lists of participants; interpretation, travel arrangements for human dimension meetings
  • Drafting and sending formal correspondence, including NVs and visa letters, in conformity with ODIHR and diplomatic protocol and style rules
  • Liaising with and providing information, as well as organizational and logistical support to speakers, moderators and participants with regards to the organization of the human dimension meetings
  • Ensuring that all required services are delivered as agreed and liaising in this regards with the OSCE secretariat, in particular with its Language and Conference Services, as appropriate
  • Making travel arrangements for the Human Dimension Meetings Unit, and for key speakers, moderators, NGO representatives and interpreters at human dimension events
  • Providing administrative on-site support during human dimension meetings in Warsaw
  • Reviewing and evaluating operational issues during human dimension events, identifying operational problems, and recommending changes to services
  • 3. Performing other duties as required
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Senior Administrative Assistant (G6)

Warszawa
Wygasła: 18.09.2022
full-time
umowa o pracę
specialist (Mid / Regular), senior specialist (Senior)
Obowiązki:
  • Under the direct supervision of the Deputy Head of the Democratization Department and in consultation with the respective Chief(s) of Unit of the Democratization Department, the incumbent provides the necessary administrative and logistical support to the Unit(s) and, when requested by the first or second level supervisors, to the Department as a whole. The duties are:
  • 1. Providing administrative/executive support to the Head of Department;
  • 2. Co-ordinating and guiding the work of the Democratization Department’s Administrative Assistants;
  • 3. Providing logistical and administrative support for activities of one of the Democratization Department’s Units;
  • 4. Providing administrative and logistical support for the organization of meetings, seminars, roundtables and conferences (OSCE mandated meetings, internal Unit/Department meetings and meetings organized in the context of projects);
  • 5. Performing other duties as assigned
  • For more detailed information on the structure and work of the OSCE Office for Democratic Institutions and Human Rights, please see https://www.osce.org/odihr
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Senior Procurement/Asset Management Assistant (G6)

Warszawa
Wygasła: 22.08.2022
full-time
umowa o pracę
specialist (Mid / Regular)
Obowiązki:
  • Under the direct supervision of the Procurement Officer, the incumbent is performing administrative tasks in support of the entire procurement process including assets management, contracts administration, acting as the focal point for the IRMA/ORACLE Material Management and Contracting module in the ODIHR, and in particular is responsible for the following functions:
  • Procurement of Goods, Services and Works, including:
  • a) Preparing and processing Tender Invitations, Request for Proposals (RFP) and Initiation to Bids (ITB) and/or Requests for Quotes (RFQ),
  • b) Supporting and advising programmatic staff/internal clients with preparation of Terms of References (ToR) and Technical Specifications (TS),
  • c) Conducting preliminary market research for the goods/services/works;
  • d) Drafting tender documents, coordinating evaluation of received offers
  • Contract negotiations, preparation and administration, including:
  • a) Supporting Procurement Officer in negotiating of contract’s terms and conditions including prices, delivery and payment terms, vendor obligations, post purchase service level,
  • b) Drafting contracts and agreements,
  • c) Administering communication with contractors
  • Purchase Order (PO) preparation, e.g.:
  • a) Reviewing Purchase Requests (PRs) assigned in Oracle for compliance with OSCE procurement rules, completeness of the information contained, obtaining any additional information from the requester,
  • b) Preparing specific or standardized POs, obtaining approvals in Oracle and authorized signatures
  • IRMA/Oracle ERP processes and procedures support:
  • a) Acting as the IRMA/Oracle ERP “Super User” for the Materials Management and Contracting module,
  • b) Assisting in implementation of IRMA/Oracle system,
  • c) Providing IRMA training for PMs and staff in general
  • Assets management
  • a) Creating, maintaining and updating the assets database,
  • b) Coordinating the Supply Assistant’s daily tasks related to asset management,
  • c) Verifying and preparing annual assets report,
  • d) Preparing and carrying out assets disposal,
  • e) Assisting in defining supply and asset management policies and practices,
  • Other duties
  • a) Updating and maintaining supplier database,
  • b) Conducting necessary administrative actions to ensure adequate start of the budget year start and closure,
  • c) Supporting ODIHR field operations (Election Observation Activities) by performing remote or on site activities and substituting for the Associate Procurement and Contracting Officer on short and medium term basis, if required,
  • d) Acting as Officer in Charge in the absence of Procurement Officer
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Information Management Assistant (G5)

Warszawa
Wygasła: 22.08.2022
full-time
umowa o pracę
specialist (Mid / Regular)
Obowiązki:
  • Under the direct supervision of the Associate Web Editor, the incumbent will be responsible for the following:
  • Supporting the hate crime reporting process by maintaining and developing the Department’s information management tools. This includes processing and managing data to ensure the correct registration and categorization of information in the dedicated databases;
  • Preparing and managing access to questionnaires used to collect official data, and drafting correspondence and following-up with external partners to verify the information received;
  • Uploading, reviewing and cross-checking data and information presented on the Hate Crime Reporting Website;
  • Supporting the technical maintenance of databases by liaising with external partners, IT consultants and developing companies, in co-operation with the Associate Web Editor;
  • Assisting in defining the requirements for the future development of internal information management tools;
  • Training departmental colleagues in using the internal information management tools;
  • Providing administrative support to the Associate Web Editor (such as administering contracts for external consultants, raising purchase orders in Oracle, and assisting in the preparation of events related to the annual publication of ODIHR’s hate crime dataset);
  • Performing other related duties as assigned
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Senior Budget Assistant (G6)

Warszawa
Wygasła: 31.07.2022
full-time
umowa o pracę
specialist (Mid / Regular)
Obowiązki:
  • Under the general supervision of the Associate Finance Officer, by applying and interpreting OSCE and ODIHR financial rules and regulations in the context of the ODIHR operating environment, the incumbent performs the following functions:
  • Ensuring effective utilization of budgeted resources by reviewing proposed expenditures for authorization and availability of funds, and for compliance with regulations;
  • Supporting compliance with donor funding conditions by ensuring expenditures are consistent with donor requirements and limitations, preparing donor-specified financial requests and reports,
  • Supporting office-wide administration of funds donated outside of the core budget by co-ordinating acceptance, recording, reallocations and refunds of contributions;
  • Supporting management decision-making regarding project cost recovery by monitoring income and expenditures, forecasting funds, identifying irregularities and suggesting corrective actions;
  • Supporting the execution of programmatic objectives by preparing budgets for programmatic activities,
  • Ensuring accuracy of financial records by recording transactions in the general ledger system; analysing results, investigating discrepancies and recording correction transactions; reviewing, reconciling and taking action on outstanding balances; and providing information for reviews and audits;
  • As required, supporting the financial functions of Election Observation Missions by deploying to assist or replace Budget Assistant, Elections in conducting finance activities in the field
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Documents and Records Management Assistant (G5)

Warszawa
Wygasła: 25.07.2022
full-time
umowa o pracę
specialist (Mid / Regular)
Obowiązki:
  • Under supervision of the Associate Document and Records Management Officer, the incumbent will be responsible for different tasks including:
  • Administering and maintaining ODIHR paper and digital records within the storage rooms (Records Centre), ODIHR network drives, OSCE recordkeeping system and other locations as necessary
  • Organizing information (including, digital folders and their hierarchies, document attributes, access groups, type of media, location) in consultation with Fund /Programme Managers; helping the Fund/Programme Managers to identify records for preservation
  • Uploading and classifying ODIHR records to OSCE electronic repository (Doc.In)
  • Advising staff on using and interpreting internal records management policies and instructions; proposing improvements to records management practices when necessary
  • Providing assistance to the staff in retrieving records from the digital repositories as well as ODIHR Records Centre
  • Safeguarding vital documents required to continue operations in the event of a disaster or the departure of staff/mission members
  • Providing user support and training on various aspects of records management, including paper and digital information management and the use of OSCE recordkeeping system, including staff orientation and separation briefings
  • Attending meetings/events for the Associate Documents and Records Management Officer when necessary
  • Assisting in co-ordination of the Documentation Centre in support of ODIHR Human Dimension Events
  • Dispatching, registering and distributing correspondence
  • Performing other related tasks assigned by the supervisor
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Senior ICT Assistant (G6)

Warszawa
Wygasła: 13.07.2022
full-time
umowa o pracę
specialist (Mid / Regular), senior specialist (Senior)
Obowiązki:
  • Under the direct supervision of Chief, ICT, the incumbent will be responsible for different tasks including:
  • 1. Administering and maintaining ODIHRs datacenter including server infrastructure, storage infrastructure, virtualization platform and cloud services;
  • 2. Administering and supporting the efficient operation of the Active Directory and E-mail services for ODIHR by managing user provisioning service, maintaining access security and local configuration policies. Administering and supporting supplementary and in-house developed applications servers;
  • 3. Ensuring that computer systems and data are backed up by implementing backup and restore systems including disaster recovery plans;
  • 4. Supporting the installation, configuration, integration and maintenance of servers and applications by planning and performing regular operating system upgrades and maintenance, developing and implementing solutions for the integration of applications and directory services, evaluating and recommending server hardware and software, preparing application deployment packages, and maintaining equipment and software inventories;
  • 5. Maintaining optimal system performance by monitoring and analyzing hardware and software performance issues, identify and recommend software and hardware upgrades, develop automation tools and scripts, and maintain related documentation
  • 6. Assisting users to use ICT resources effectively by providing access to the web services, applications and devices they require, developing and maintaining user manuals, usage instructions and Standard Operating Procedure documents, providing technical information and on-the-job training, and assisting users to resolve technical problems related to the use of ICT equipment and software including telecommunication devices;
  • 7. Providing advisory role and technical expertise to ODIHRs Departmental projects involving ICT technologies and assisting departments with their activities by consulting technical terms of references and participating in technical evaluation committees;
  • 8. Supporting ICT helpdesk operations by providing first level helpdesk assistance to ODIHR staff during helpdesk staff holidays, and during high load in helpdesk;
  • 9. Performing other related duties as assigned
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Administrative Assistant (G5)

Warszawa
Wygasła: 11.07.2022
full-time
umowa o pracę
specialist (Mid / Regular)
Obowiązki:
  • Providing secretarial and clerical support for the Second Deputy Director of ODIHR (SDD)
  • Performing initial check of the completeness of documents presented for SDD’s approval and following up if any clarification is required
  • Instructing staff members on proper administrative procedures for processing travel, contacts, procurement advances and payments
  • Managing SDD’s calendar of meetings, appointments and trips
  • Organizing business trips: tickets & hotel bookings, making appointments with third parties
  • Serving as Meeting Coordinator for internally organised meetings
  • Coordinating the workload of Front Office Assistant and ODIHR driver(s). Backstopping the Front Office Assistant in his/her absence
  • Raising Purchase Requisitions for expenditures of the Common Services Department
  • Drafting correspondence in accordance with standard office procedures
  • Preparing informal translations, arranging official translations when required
  • Arranging meetings, receiving visitors, serving as note taker
  • Arranging business trips for all staff of Common Services Department
  • Liaising with Polish MFA and Polish authorities concerning issuance of Polish driving licences for foreign staff
  • Arranging requests for registration and insurance of the office and diplomatic staff vehicles, keeping record of parking permissions, marinating documentation concerning office and employee’s cars
  • Performing other duties as assigned
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Finance Assistant (G4)

Warszawa
Wygasła: 13.06.2022
full-time
umowa o pracę
specialist (Mid / Regular)
Obowiązki:
  • Under the general supervision of the Senior Finance Assistant and the Chief of Finance and in accordance with financial rules and regulations and established financial procedures, the incumbent performs the following functions:
  • 1. Ensuring accuracy of financial records by verifying authorization of invoiced expenditures against approved purchase orders; recording transactions in the general ledger system; analysing results, investigating discrepancies and recording correction transactions; and maintaining contact with suppliers on the status of their accounts;
  • 2. Supporting proper ODIHR recovery of VAT by organizing and verifying relevant documents, completing claim forms, following up with suppliers for missing documentation, and maintaining contact with Polish Ministry of Foreign Affairs on the status of the claims. Ensuring accuracy of financial records by processing reimbursement entitlements, and reconciling relevant general ledger accounts;
  • 3. Managing organization of hard-copy financial records by maintaining files in coordination with Documents and Records Management Unit. Ensuring that rotation of files is properly managed so that Finance Unit staff can access relevant records at all times;
  • 4. As required, supporting and acting as backup for Treasury Assistant by verifying wire transfers or accuracy and approving wire transfers with limits prescribed by regulations and banking relationships, cash recovery of Cigna insurance and telecommunication costs for Seconded Staff Members;
  • 5. Performing other duties as assigned
  • For more detailed information on the structure and work of the OSCE Office for Democratic Institutions and Human Rights, please see https://www.osce.org/odihr
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Administrative Assistant (G5)

Warszawa
Wygasła: 18.06.2022
full-time
umowa o pracę
specialist (Mid / Regular)
Obowiązki:
  • Depending on specific department/project’s needs, the incumbent will be responsible to provide the necessary administrative and logistical support for the preparation and implementation of the project or departmental activities, as follows:
  • 1. Making travel arrangements for staff, contracted experts and meeting attendees, in particular:
  • arranging for cost-effective travel connections, making multiple bookings, hotel reservations, local transportation and insurance, where applicable;
  • preparing all necessary financial documentation related to travel and where necessary invoices, operational advance and representation documentation;
  • identifying visa needs and making all necessary arrangements with MFAs, embassies and consular offices;
  • informing travellers about travel arrangements and OSCE Rules and Regulations and assisting travellers to complete travel reconciliations
  • 2. Carrying out logistical and administrative tasks in relation to the planning and implementation of projects and activities, including:
  • preparing Special Service Agreements (SSA) for experts based on provided ToRs and other relevant information/documentation, raising Procurement Requisitions and receiving goods/services in ODIHR’s financial system (IRMA) according to the standard procedures;
  • providing information to the experts on existing guidelines, contracts and payments, as well as informing them on what is expected in the reports, agendas and other documents related to project activities
  • 3. Providing administrative and logistical support for the organization of meetings, seminars, round tables and conferences (including OSCE mandated meetings, internal meetings and meetings organized in the context of projects)
  • 4. Performing a variety of clerical and secretarial tasks, among others:
  • scheduling meetings and appointments,
  • taking notes or preparing minutes of meetings,
  • carrying out a variety of Oracle-related tasks including raising PRs/POs, receiving goods, generating reports, and creating suppliers,
  • drafting correspondence,
  • making unofficial translations of correspondence and documents from English
  • For more detailed information on the structure and work of the OSCE Office for Democratic Institutions and Human Rights, please see https://www.osce.org/odihr
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Administrative Assistant (G5)

Warszawa
Wygasła: 26.06.2022
full-time
umowa o pracę
specialist (Mid / Regular)
Obowiązki:
  • Under the direct supervision of the Project Officer, the incumbent will be responsible to provide the necessary administrative and logistical support for the preparation and implementation of the project, including:
  • 1. Making travel arrangements for the project staff, contracted experts and meeting attendees, in particular:
  • (a) arranging for cost-effective travel connections, making multiple bookings, hotel reservations, local transportation and insurance, where applicable;
  • (b) preparing all necessary financial documentation related to travel and where necessary invoices, operational advance and representation documentation;
  • (c) identifying visa needs and making all necessary arrangements with MFAs, embassies and consular offices;
  • (d) informing travellers about travel arrangements and OSCE Rules and Regulations and assisting travellers to complete travel reconciliations
  • 2. Carrying out logistical and administrative tasks in relation to the planning and implementation of the project, including:
  • (a) preparing Special Service Agreements (SSA) for experts based on provided ToRs and other relevant information/documentation, raising Procurement Requisitions and receiving goods/services in ODIHR’s financial system (IRMA) according to the standard procedures;
  • (b) in collaboration with the Project Officer, assembling and filing financial and narrative reports submitted by experts, ensuring that all staff are aware of relevant deadlines and assuring proper routing and recording of Exception Reports;
  • (c) maintaining and updating a database of contact data for national/local experts;
  • (d) providing information to the experts on existing guidelines, contracts and payments, as well as informing them on what is expected in the reports, agendas and other documents related to project activities
  • 3. Providing administrative and logistical support for the organization of meetings, seminars, round tables and conferences, e.g.:
  • (a) co-operating with official and organizational counterparts to ensure smooth implementation of events, including proactively ensuring that all technical equipment or other support, e.g. interpretation, needed at events is provided;
  • (b) preparing materials for presentations;
  • (c) assisting project team with typing and formatting letters of invitation, lists of speakers, agendas, provisional lists of participants, consolidated summaries and other documents
  • 4. Performing a variety of other clerical and secretarial tasks, among others:
  • (a) taking notes or preparing minutes of meetings, drafting correspondence and formatting documents in line with established project procedures;
  • (b) making unofficial translations of correspondence and documents from English;
  • (c) maintaining an appropriate electronic and hard copy document filing system and ensuring that the filing system is maintained according to the ODIHR Documents and Records Management guidance;
  • (d) responding to requests for documents and providing information on activities carried out under the project;
  • (e) overseeing any temporary administrative staff assisting with office tasks (e.g. filing documents) or with the organization of events/meetings
  • For more detailed information on the structure and work of the OSCE Office for Democratic Institutions and Human Rights, please see https://www.osce.org/odihr
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Administrative Assistant (G5)

Warszawa
Wygasła: 30.03.2022
full-time
umowa o pracę
specialist (Mid / Regular)
Obowiązki:
  • Under the direct supervision of the Project Officer, the incumbent will be responsible to provide the necessary administrative and logistical support for the preparation and implementation of the project, including:
  • 1. Making travel arrangements for the project staff, contracted experts and meeting attendees, in particular:
  • (a) arranging for cost-effective travel connections, making multiple bookings, hotel reservations, local transportation and insurance, where applicable;
  • (b) preparing all necessary financial documentation related to travel and where necessary invoices, operational advance and representation documentation;
  • (c) identifying visa needs and making all necessary arrangements with MFAs, embassies and consular offices;
  • (d) assisting travellers to complete travel reconciliations and responding to expert requests with regard to travel, contract and payment details related to activities, trips/missions and events attended
  • 2. Carrying out logistical and administrative tasks in relation to the planning and implementation of the project, including:
  • (a) preparing Special Service Agreements (SSA) for experts based on provided ToRs and other relevant information/documentation, raising Procurement Requisitions and receiving goods/services in ODIHR’s financial system (IRMA) according to the standard procedures;
  • (b) assuring proper routing and recording of Exception Reports;
  • (c) maintaining and updating a database of contact data for national/local experts;
  • (d) providing information to the experts on existing guidelines, contracts and payments, as well as informing them on what is expected in the reports, agendas and other documents related to project activities
  • 3. Providing administrative and logistical support for the organization of meetings, seminars, round tables and conferences, e.g.:
  • (a) co-operating with official and organizational counterparts to ensure smooth implementation of events, including proactively ensuring that all technical equipment or other support, e.g. interpretation, needed at events is provided;
  • (b) preparing materials for presentations;
  • (c) assisting project team with typing and formatting letters of invitation, lists of speakers, agendas, provisional lists of participants, consolidated summaries and other documents
  • 4. Performing a variety of other clerical and secretarial tasks, such as:
  • (a) taking notes or preparing minutes of meetings, ensuring that outgoing correspondence is drafted and formatted in line with established project procedures;
  • (b) making unofficial translations of correspondence and documents from English;
  • (c) maintaining an appropriate electronic and hard copy document filing system and ensuring that the filing system is maintained according to the ODIHR Documents and Records Management guidance;
  • (d) responding to requests for documents and providing information on activities carried out under the project;
  • (e) overseeing any temporary administrative staff assisting with office tasks (e.g. filing documents) or with the organization of events/meetings
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Security Assistant (G5)

Warszawa
Wygasła: 12.02.2022
full-time
umowa o pracę
specialist (Mid / Regular)
Obowiązki:
  • In the guidance and direct supervision of Logistic and Security Officer (LSO), the incumbent will perform following tasks:
  • 1. Assisting the LSO in collection, updating and communicating information related to safety and security of ODIHR staff member in Poland, and/or any other OSCE participating state related to ongoing ODIHR election observations missions as required and/or any other official field activities involving ODIHR
  • 2. Collecting and maintaining an adequate data related to general security situation in any 57 participating states of OSCE
  • 3. If required, traveling to the field along with the programme team, gathering security information and providing security updates, if needed
  • 4. Maintaining regular contact with the Security Experts in the field missions
  • 5. Maintaining a statistical database of major security incidents with in the country and analytical charts of active elections observations missions and/or other field activities involving ODIHR
  • 6. Daily reviewing of local police and security web sites regarding security announcements and/or safety advisories and disseminating crucial security information to ODIHR staff when applicable
  • 7. Liaising and coordinating, as appropriate, with the host government security organizations and/or personnel, including national and local city authorities, military and police officers
  • 8. Supporting LSO on periodic security and risk assessments (SRA) to identify safety hazards related to ODIHR premises security
  • 9. Supporting any activity related to SRA process
  • 10. Assisting LSO to provide regular briefings and updates as necessary
  • 11. Providing access credentials to new ODIHR staff members as needed. Regular updating of an automated Access Control System
  • 12. In the absence of LSO, providing security orientation briefings of various security procedures related but not limited to: (VHF radio equipment), travel advisories; emergency procedures (Fire and Safety), existing restrictions in movement, restricted and hazardous areas
  • 13. Maintaining database of security related incidents involving ODIHR staff members
  • 14. Performing other duties as directed by LSO
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Front Office Assistant (G3)

Warszawa
Wygasła: 07.02.2022
full-time
umowa o pracę
specialist (Mid / Regular)
Obowiązki:
  • The incumbent works in the Common Services Department, Logistics and Security Unit. Under the general supervision of the Logistics and Security Officer the incumbent performs the following functions:
  • 1. Performing duties of Front Office Assistant
  • a) Greeting visitors and providing general information on the work programme of the Office; handing out ODIHR publications and documents; notifing staff members about guests arrival;
  • b) Daily liaising with postman and couriers, receiving official correspondence and parcels and distributing to recipients, ordering small shipment services;
  • c) Daily updating logs: staff members absence, names of mailboxes, assigns numbers of contracts (SSA, IPA, NV and certificates);
  • d) Collecting information on facility breakdowns from staff members and distributing them to the staff-in-charge;
  • e) Distributing taxi vouchers and ordering transportation services;
  • f) Receiving and distributing newspapers and magazines;
  • g) Cooperating with security guards on expected visitors;
  • h) Performing role of communication contact point during the emergency evacuation
  • 2. Logistic support for in-house meetings
  • a) Operating the meeting room reservation system; advising staff on room availability, making, cancelling, adjusting conference room bookings, providing information on room capacity and technicalities;
  • b) Checking the status of conference rooms every day in the morning, setting tables and chairs for meetings as requested, preparing stationary for meetings as requested; producing and placing the door plates informing about the meeting; providing coffee machines, coffee cups, tea, coffee capsules, napkins, glasses, jugs with water etc., as requested;
  • c) Keeping custody of the conference rooms 'assets' such as coffee machines, coffee sets and cutlery;
  • d) Keeping the log of meetings up to date and prepares meeting statistics accordingly
  • 3. Performing a variety of clerical tasks
  • a) Timely shipping official correspondence, keeping custody of the franking machine (arranges for charging and service if needed);
  • b) Distributing and tops up coffee tokens, distributing agendas/calendars;
  • c) Preparing and ordering business cards, updating and ordering emergency phone cards;
  • d) Keeping custody of first aid kits (regular check-ups and replenishment);
  • e) Keeping the record of desk assignments up to date, updating intranet accordingly, changing the room plates;
  • f) Focal point for the cleaning company – putting comments and complaints from staff members into the communication book, following up on the issues, regularly checking up the service, liaising with the coordinator;
  • g) Providing back-up for Administrative Assistant (20% of tasks) and back-up for Messenger
  • 4. Providing logistics and transport duties
  • a) Providing by road transportation support within the OSCE region;
  • b) Assisting with the daily hand deliveries to / from embassies and HG offices and the government buildings
  • 5. Performing other duties as assigned
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Human Resources Assistant

Wygasła: 12.01.2022
full-time
umowa o pracę
specialist (Mid / Regular)
Obowiązki:
  • Under the direct supervision of the Chief, Human Resources Unit, the incumbent performs the following functions:
  • 1. Performing the complete range of recruitment and selection duties for fixed-term and short-term positions as well as for Experts hired through Special Service Agreements, funded from Extra-Budgetary sources;
  • 2. Preparing and publishing vacancy notices;
  • 3. Liaising with the OSCE Secretariat regarding all aspects of the vacancy notices, including issuing and re-issuing of the vacancy notices, extension of deadlines, etc.;
  • 4. Screening received applications and prepares long lists;
  • 5. Coordinating all aspects of the selection process with the Hiring Managers, the Selection Board and short-listed candidates;
  • 6. Managing the logistical and administrative arrangements for short-listed candidates;
  • 7. Serving as a Human Resources representative and a Board Secretary during the selection phase and preparing recruitment and selection documentation;
  • 8. Contributing to the daily implementation of the payroll in IRMA, closely complementing the work of the Senior Human Resources Assistant;
  • 9. Answers to queries concerning payroll questions including all aspect of entitlements;
  • 10. Together with the Senior Human Resources Assistant and the rest of the HR team prepares payroll audit files, ensures that all related payroll documents are filed properly
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Budget Assistant (G5)

Warszawa
Wygasła: 13.12.2021
full-time
umowa o pracę
specialist (Mid / Regular)
Obowiązki:
  • Under the general supervision of the Associate Finance Officer, by applying and interpreting OSCE and ODIHR financial rules and regulations in the context of the ODIHR operating environment, the incumbent will perform the following functions for the project, in particular:
  • 1. Ensuring effective utilization of budgeted resources by reviewing proposed expenditures for authorization and availability of funds, and for compliance with regulations
  • 2. Supporting the effective utilization of budget funds by providing support and guidance to colleagues on approaches to effectively manage budgets, providing training and advice on policies/procedures and donor requirements, communicating issues and initiating corrective actions in relation to expenditures
  • 3. Supporting the execution of programmatic objectives by preparing budgets for programmatic activities
  • 4. Supporting management decision making regarding the efficient and effective use of budgetary resources by monitoring budget utilisation, forecasting expected results, proposing alternate funding sources as needed and preparing budget utilization reports
  • 5. Supporting compliance with donor funding conditions by ensuring expenditures are consistent with donor requirements and limitations, preparing donor-specified financial requests and reports, preparing ODIHR annual donor reports and assisting Project Coordination Unit with financial aspects of donor communication
  • 6. Ensuring accuracy of financial records by recording transactions in the general ledger system; analysing results, investigating discrepancies and recording correction transactions; reviewing, reconciling and taking action on outstanding balances; and providing information for reviews and audits
  • 7. Carrying out any other duties as required by the Supervisor
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Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Senior Website Assistant

Miodowa 10, 00-251 Warszawa, Polska
Wygasła: 14.06.2020
Pełny etat
Umowa o pracę
Starszy specjalista (Senior)
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Administrative Assistant - part-time

Miodowa 10, 00-251 Warszawa, Polska
Wygasła: 10.06.2020
Pełny etat
Umowa o pracę
Asystent
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Press and Public Affairs Assistant

Miodowa 10, 00-251 Warszawa, Polska
Wygasła: 11.05.2020
Pełny etat
Umowa o pracę
Specjalista (Mid / Regular)
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Human Resources Assistant

Miodowa 10, 00-251 Warszawa, Polska
Wygasła: 29.04.2020
Pełny etat
Umowa o pracę
Specjalista (Mid / Regular)
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Front Office Clerk - short-term

Miodowa 10, 00-251 Warszawa, Polska
Wygasła: 26.03.2020
Pełny etat
Umowa o pracę
Asystent
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Front Office Clerk - short-term

Miodowa 10, 00-251 Warszawa, Polska
Wygasła: 12.12.2019
Pełny etat
Umowa o pracę
Asystent
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Senior Recruitment Assistant

Miodowa 10, 00-251 Warszawa, Polska
Wygasła: 16.12.2019
Pełny etat
Umowa o pracę
Specjalista
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Treasury Assistant

mazowieckie
Wygasła: 09.10.2019
Specjalista
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Executive Assistant to the Head of Mission (HoM)

mazowieckie
Wygasła: 06.09.2019
Specjalista
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Senior Administrative Assistant to the Deputy Head of Mission (DHoM)

mazowieckie
Wygasła: 06.09.2019
Specjalista
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Senior Procurement and Contracting Officer Assistant

mazowieckie
Wygasła: 03.09.2019
Specjalista
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Front Office Assistant

mazowieckie
Wygasła: 03.09.2019
Specjalista
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Senior Political Analyst Assistant

mazowieckie
Wygasła: 06.09.2019
Specjalista
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Media Monitor

mazowieckie
Wygasła: 06.09.2019
Specjalista
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Senior Procurement and Contracting Officer Assistant

mazowieckie
Wygasła: 03.09.2019
Specjalista
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Senior Election Analyst Assistant

mazowieckie
Wygasła: 06.09.2019
Specjalista
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Senior Media Analyst Assistant

mazowieckie
Wygasła: 06.09.2019
Asystent
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Senior Legal Analyst Assistant

mazowieckie
Wygasła: 06.09.2019
Specjalista
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Senior LTO Co-ordinator Assistant

mazowieckie
Wygasła: 06.09.2019
Specjalista
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Human Resources Assistant

mazowieckie
Wygasła: 11.08.2019
Asystent
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Website Assistant

Warszawa
Wygasła: 13.06.2019
Specjalista
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Budget/Finance Assistant

Warszawa
Wygasła: 23.12.2018
Specjalista
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Procurement Clerk - Short Term

Warszawa
Wygasła: 22.10.2018
Specjalista
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Administrative Assistant

Warszawa
Wygasła: 02.09.2018
Asystent
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Budget Assistant (Elections)

Warszawa
Wygasła: 03.06.2018
Asystent
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Web Developer

Warszawa
Wygasła: 13.05.2018
Specjalista
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Short Term ICT Assistant (Helpdesk Technician)

Warszawa
Wygasła: 04.05.2018
Asystent
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Press and Public Affairs Assistant

Warszawa
Wygasła: 19.01.2018
Asystent
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Administrative Assistant

Warszawa
Wygasła: 20.12.2017
Asystent
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Budget Assistant

Warszawa
Wygasła: 05.11.2017
Asystent
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Front Office Clerk

Warszawa
Wygasła: 27.10.2017
Specjalista
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Treasury Assistant

Warszawa
Wygasła: 25.10.2017
Asystent
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Human Resources Clerk

Warszawa
Wygasła: 16.08.2017
Specjalista
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Budget Assistant

Warszawa
Wygasła: 01.09.2017
Asystent
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Budget Assistant

Warszawa
Wygasła: 19.07.2017
Asystent
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Supply Assistant

Warszawa
Wygasła: 13.07.2017
Asystent
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Senior Library Assistant

Warszawa
Wygasła: 14.06.2017
Asystent
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Senior Procurement - Assets Management Assistant

Warszawa
Wygasła: 02.04.2017
Specjalista
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Front Office Clerk

Warszawa
Wygasła: 08.03.2017
Specjalista
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Documents and Records Management Assistant

Warszawa
Wygasła: 11.09.2016
Asystent
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Budget Assistant Elections - Management Accountant

Warszawa
Wygasła: 29.05.2016
Asystent
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Finance Assistant

Warszawa
Wygasła: 16.05.2016
Asystent
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Budget Assistant

Warszawa
Wygasła: 29.04.2016
Asystent
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Short Term Data Entry Clerk

Warszawa
Wygasła: 13.05.2016
Asystent
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Budget Assistant

Warszawa
Wygasła: 05.04.2016
Asystent
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Administrative Assistant

Warszawa
Wygasła: 05.04.2016
Asystent
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Procurement - Travel Assistant

Warszawa
Wygasła: 01.11.2015
Specjalista
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Documents and Records Management Assistant

Warszawa
Wygasła: 27.09.2015
Specjalista
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Specjalista ds. IT

Warszawa
Wygasła: 21.06.2015
Specjalista
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne

Starszy Specjalista ds. IT

Warszawa
Wygasła: 15.02.2015
Specjalista
Ogłoszenie Archiwalne
Ogłoszenie Archiwalne
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