OPCW eRecruitment
Senior Administrative Assistant (LSB) (GS-5)
   
Post Level  GS-5 Closing Date :     6 January 2019 (24 days left)
Vacancy Ref  E-PMO/LSB/SAA/F0045/GS-5/74/11-18
Branch  Language Services Branch
Division  Secretariat for the Policy-Making Organs
Date  7 December 2018
 
This fixed-term appointment is for a duration of two years with a six-month probationary period, and is subject to the OPCW Staff Regulations and Interim Staff Rules, as applicable. The Director-General retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description. Several vacancies may be filled.
 
 Principal Functions  Requirements

Under the supervision of the Head, Language Services Branch and in accordance with the OPCW Core Values of Integrity, Professionalism and Respect for Diversity/Gender Equality, the incumbent performs the following duties:

1. Secretary to Head of Branch
Provide secretarial support by drafting and finalising correspondence for signature; take and transcribe dictation; proof-read and correct correspondence, reports, format, spelling and grammar. Take minutes/records of meetings. Maintain Diary with regard to meetings and the scheduling of appointments. Organise business travel, accommodation and itineraries following established procedures. Receive and escort visitors from Reception for meetings. Type reports, studies, including tables, spreadsheets and graphs. Compile and prepare statistics for internal and external meetings. Create presentation slides and charts; and compile the presentation reports for international and local meetings of IAMLADP and similar groups. Type LSB Job Descriptions, maintain staff/personnel files, follow up on annual staff appraisals (PMAS for LSB staff) in association with Head of Branch;

2. Secretarial Support to Language Services Branch
Initiate follow-up and coordinate administration matters ensuring appropriate internal forms are available. Respond to queries and act as focal point for branch information, and forward queries to appropriate parties within the branch. Receive and distribute the mail following OPCW procedures. Fill in all incoming and outgoing mail in CMS and Branch registers/logs. Maintain LSB’s administration files and office records. Collate related requests and order office supplies for the LSB Branch;

3. General
Act as divisional leave clerk for PMO Division staff, which involves the input of all Leave/Sickness requests into the Leave Tracking Programme (LTS), ensuring all forms are signed/authorised and forwarded to HRB. Answer queries from PMO/LSB staff on leave balances and also generate reports on staff availability for cover of meetings. Responsible for the inputting of overtime and compensatory time off within the LTS for PMO staff and forwarding to BFB for payment after obtaining appropriate signatures. Responsible for clearing any leave related queries which may arise within the twice-yearly leave audits. Responsible for organising access issues for LSB fixed term staff. Responsible for the safe-keeping, administration and distribution of electronic dictation and transcription equipment within PMO and other OPCW branches;

4. Backup duties
Acts as a backup in the absence of the Senior Finance and Administrative Assistant and the Senior Reference Assistant. This requires general understanding of financial and administrative procedures as well as document referencing procedures.


 Knowledge and Skills

Education (Qualifications):
Essential:
High School Diploma or equivalent of higher secondary education.

Desirable:
Additional secretarial training would be an asset.

Skills and Abilities (key competencies):
· Computer literacy is essential; including knowledge of Windows-based word processing and database or spreadsheet programmes;
· Excellent typing skills;
· Excellent communication skills;
· Ability to plan, organise and manage conflicting priorities;
Other Skills:
· Ability to work harmoniously in a multi-cultural environment and independently with minimum supervision;
· Tact, accuracy, discretion and respect for confidentiality;
· Ability to draft in a clear and concise manner;
· Strong analytical and problem-solving skills;
· Strong planning and organisational skills;
· Good inter-personal skills.

 Experience

Essential:
· At least 4 years of secretarial experience, preferably in an international environment.

Desirable:
· Work experience within the UN common system or similar International sphere would be an asset.

 Languages

Full command of the English language is essential, at the native or near-native level, and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian and Spanish) is desirable.

 
Total annual salary consists of a net annual salary (net of taxes and before medical insurance and provident fund deductions). Net Salary   EUR 40,577
 
CANDIDATES ARE ADVISED THAT ONLY APPLICATIONS SUBMITTED BEFORE THE CLOSING DATE AND THROUGH OUR WEB-BASED E-RECRUITMENT SYSTEM WILL BE CONSIDERED.
STAFF MEMBERS IN THE GENERAL SERVICES CATEGORY ARE RECRUITED AND PAID ON A LOCAL BASIS.
Interested applicants who are unable to submit an application online at www.opcw.org, due to technical problems, are requested to send an e- mail to Recruitment@opcw.org explaining the problem.
Only applicants under serious consideration for a post will be contacted.
Applications from qualified female candidates are strongly encouraged.