Administrative Assistant

2 dagen geleden

Den Haag, Zuid-Holland, Nederland Organisation for the Prohibition of Chemical Weapons Voltijd
About Us
The Organisation for the Prohibition of Chemical Weapons is the executing agency for the Chemical Weapons Convention, which came into effect on 29 April 1997. The OPCW, with its 193 Member States, oversees the global effort to permanently and verifiably eliminate chemical weapons.

We strive to achieve a world free of chemical weapons, where chemistry is utilised for peace, progress, and prosperity, contributing to international security and stability, general and complete disarmament, and global economic development. Under our supervision, 96% of the declared chemical weapons stockpiles have been verifiably destroyed.

The OPCW was awarded the Nobel Peace Prize in 2013 for its extensive efforts to eliminate chemical weapons.

Our mission for a world free of chemical weapons enhances people's lives. Apply to be part of our team to make the world a better place for all.

General Information

- Contract Type
Fixed-term General Service
- Grade
GS4
- Estimated monthly remuneration: Euro 3736
- Closing Date
07/12/2024

Responsibilities

This role is part of the Assistance and Protection Branch (APB) within the International Cooperation and Assistance Division. Our objective is to assist States Parties in their endeavours to implement the provisions of Article X.
The main goal of the Administrative Assistant (GS-4) is to provide administrative support for project activities such as workshops and seminars, and offer other administrative and secretarial assistance.

Main Responsibilities

Under the supervision of the Head, Assistance and Protection Branch, the incumbent will provide administrative support for projects on the implementation of Article X for State Parties in various regions. The following tasks will be undertaken:

1. Prepare documentation for administrative support for the preparation and conduct of courses, workshops, and other events, such as:

- MOD's to process contractual obligations, travel request forms.
- Announce courses, workshops, and other events through the Eventus platform.
- Support technical officers in identifying participants and coordinate with hosting National Authority.
- Prepare and send out invitation letters.
- Confirmation of the participants.
- Liaise with Travel Unit, BFB, Procurement units, amongst others and coordinate/follow up necessary actions.

2. Provide information and logistics regarding arrangements for courses:

- Answer questions and requests from participants and delegates.
- Act as a focal point for information relating to the events conducted by the Branch (Workshops, Seminars, Courses, etc.).
- Liaise with States Parties in confirming receipt of letters, nominations for event, acceptance letters for participants, send itineraries and all general information related to the event.
- Follow up with the participants regarding travel arrangements and other logistic information; inform them about the arrangements for courses
- Use of the event management platform, EVENTUS.

3. Support tracking of budgets for APB events:

- Ensure with technical officers responsible for events that obligated budgets are liquidated, disbursements are done and financial regularity on these issues is maintained.
- Support in the closure of unliquidated obligations at the end of each quarter.

4. Prepare and maintain relevant internal and external correspondence.

5. Provide other office support tasks, such as:

- File and archive documents.
- Provide support with meeting minutes.
- Arrange meetings with relevant internal and external counterparts.
- Develop orientation packages and schedules for new staff members.
- Update APB activities in the integrated ICA workplans and maintain the list of participants.

6. Perform other duties as required.

Qualifications and Experience

Education

Essential:
High school diploma or equivalent diploma of higher secondary education.

Knowledge and Experience

Essential:

- At least three years of clerical and administrative working experience.
- Demonstrated experience in a customer-servicing role required.

Desirable:
Previous work experience within an international organisation would be an asset.

Skills and Competencies

- Problem-solving skills.
- Flexibility and willingness to multi-task.
- Tact, accuracy, and discretion.
- A customer-service orientation.
- Good drafting skills and knowledge of research tools.
- Computer literacy, including good working knowledge of MS Office applications.
- Good interpersonal skills and ability to work harmoniously in a multi-cultural environment.

Languages

Fluency in English is essential, and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.

Additional Information

Staff members in the General Services category are normally recruited and paid on a local basis.

This fixed-term appointment is for the duration of two years, with a six-month probationary period, and is subject to the OPCW Staff Regulations and Interim Staff Rules.

The mandatory age of separation at the OPCW is 65 years.

The Director-General retains the discretion to not 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.

Only fully completed applications submitted before the closing date and through OPCW Candidate Space will be considered. Only applicants under serious consideration for a post will be contacted.

Fixed-term staff members participate in the OPCW Provident Fund. A monthly staff contribution is met with a doubled amount by the OPCW under the provisions for social security. As the OPCW is exploring membership of the United Nations Joint Staff Pension Fund (UNJSPF), staff participation in the Provident Fund may be replaced by participation in the UNJSPF effective 01 January 2025.

Applications from qualified female candidates are strongly encouraged.

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