Hr Administration Assistant

Background:

The OSCE has a comprehensive approach to security that encompasses politico-military, economic and environmental, and human aspects. It therefore addresses a wide range of security-related concerns, including arms control, confidence
- and security-building measures, human rights, combating human trafficking, national minorities, democratization, policing strategies, counter-terrorism and economic and environmental activities. All 57 participating States enjoy equal status, and decisions are taken by consensus on a politically, but not legally binding basis.

The OSCE Secretariat in Vienna assists the Chairpersonship in its activities, and provides operational and administrative support to the field operations, and, as appropriate, to other institutions.

The Department of Human Resources (DHR) ensures that the OSCE benefits from a capable and committed workforce that delivers on the security priorities of participating States. DHR provides human resources services throughout the OSCE and is responsible for the development and review of human resources policies.

HR Administration and Policy is one of the business units within the DHR. The Unit is responsible for the accurate and timely administration of employee benefits and entitlements through the employee life cycle; for the development and interpretation of the HR regulatory framework; and for the management of employee relations cases, such as grievances and disciplinary cases. The Unit develops and delivers timely, client focused and innovative approaches on all aspects of HR administration, policies and employee relations.

Tasks and

Responsibilities:

The HR Administration Assistant contributes to the accurate and timely delivery of recurring standard HR administrative services. As a team member, the incumbent handles designated processes for staff and other personnel categories, including internship administration, leave administration, the personnel administration of non-OSCE officials such as daily staff as well as translators/interpreters in CLS/OSG. The role extends to routine administrative support for the OSCE Missions regarding field secondment status correspondence. The maintenance and verification of personnel records and standard documentation is a key element for the issuance of employment certificates.

Working under supervision and within established HR rules, procedures, templates and workflows, the incumbent selects the appropriate established method, checks and assembles information, resolves routine questions and follows actions through to completion. The incumbent facilitates the smooth execution of HR administrative processes; exceptions, sensitive cases and matters requiring policy interpretation are referred to the responsible HR Officer or senior colleague.

The HR Administration Assistant reports to a Human Resources Officer; the Chief, HR Administration and Policy serves as second-level supervisor.

The incumbent works closely together with senior staff within the unit as well as with other units within DHR. Regular interaction is maintained with clients in the Secretariat to exchange information and to facilitate HR administrative matters. The post liaises, as appropriate, with HR units in other OSCE executive structures as well as with delegations/seconding authorities in relation to field/mission secondments. Contacts are primarily for exchanging and clarifying standard administrative information, obtaining or following up documentation, communicating HR matter status information and ensuring timely completion of established HR processes, with appropriate discretion in handling personal information.

More specifically, the HR Administration Assistant will perform the following tasks:

• Leave administration: Receiving, checking, recording and following up leave requests and flexible working arrangements, including supporting documentation; maintaining relevant HR records and systems; monitoring recurring administrative steps; responding to routine questions on established procedures concerning
  
  working hours
  and leave; and referring discrepancies, exceptions and matters requiring interpretation to the HR Officer;

• Protocol, residence and related host-country administration: Administering visa, legitimation card, residence, OSCE ID, commissary access and related protocol processes for eligible personnel; preparing standard correspondence and notes verbales; liaising with the relevant authorities and service providers on routine matters; following up pending actions; and referrin non-standard cases as appropriate;

• Administration of internships and other specified personnel categories: Carrying out routine HR administration for interns and designated categories of non-staff or short-term personnel, including daily staff and translators/interpreters, covering standard documentation,