Travel Assistant (G5)

Background:

The OSCE Programme Office in Dushanbe is involved in a wide range of activities, ranging from arms control, counterterrorism and border management projects to disaster risk reduction, good governance, trafficking in human beings and gender equality.

The purpose of the OSCE Border Management Staff College, hereinafter referred to as the OSCE BMSC, is to enhance the knowledge of present and prospective senior managers of the border security and management agencies of the OSCE participating States and Partners for Co-operation and to promote greater cooperation and exchange of information among them. It is designed to provide a single point of knowledge delivery, a research and development capacity, outreach activities as well as access to the latest thinking, methodologies, techniques and technology regarding border security and management, within the framework of the OSCE Border Security and Management Concept.

Tasks and Responsibilities:

Under the supervision of the Materials Management Officer, the successful candidate will perform the following duties:

1. Preparing notes verbales for the Ministry of Foreign Affairs for visa applications and once authorized by the Ministry of Foreign Affairs, collecting and delivering them to appropriate Mission Members plus BMSC participants and lecturers;
2. Acting as focal point for all questions concerning visa applications and distributing to Mission Members plus BMSC participants and lecturers visa application forms and maintains a follow-up system for their timely completion. Submitting completed applications to corresponding consulates and once authorized, delivering them to Mission Members plus BMSC participants and lecturers;
3. Making corresponding payments for visas;
4. For all Staff, plus BMSC participants and lecturers, making travel arrangements and purchases flight tickets, where travel entitlements for Mission Members plus BMSC participants and lecturers are applicable (duty trip, home leave, appointment/ separation entitlements). Providing regular reporting to the Mission Finance Unit by providing supporting documents on charges relating to travel entitlements;
5. Collecting flight information from airline companies and travel agencies, and ensuring the Mission flight information database is constantly updated;
6. Searching for convenient accommodation and negotiates prices for arriving Mission Members or other authorized personnel, and, where required, making hotel reservations and taxi arrangements for MMs going on duty trips. Collecting and accompanying visitors to the airport and assists in protocol arrangements;
7. Maintaining the Office’s registry of Mission Member documentation (including ID cards, MFA cards); filing applications to the Ministry of Foreign Affairs for issuance of OSCE Diplomatic/Service ID Cards for Mission Members, keeping track of expiry dates and ensuring their timely extension;
8. Laminating/arranging lamination of, Mission Members ID cards; both internal and diplomatic;
9. Upon request, assisting Mission Members with their daily administrative tasks and organization issues;
10. Performing other duties as required.

Please note that this is an extra-budgetary post and initial appointment will be for one year. Further extension of the post is subject to availability of Extra-Budgetary funds. 

For more detailed information on the structure and work of the OSCE Programme Office in Dushanbe, please see: http://www.osce.org/programme-office-in-dushanbe.

Necessary Qualifications:

• Completion of secondary education supplemented by administrative training;
• Four years of working experience as Admin clerk/Assistant or in a travel agency, part of which should preferably have been in an international environment;
• Computer literate with practical experience in windows and Microsoft software applications (word-processing, e-mail, Access, Excel, etc.);
• Excellent written and oral communication skills in English, Russian and Tajik;
• Valid driving license;
• Ability to work with people of different nationalities, religions and cultural backgrounds;
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.

Remuneration Package:

Monthly remuneration, subject to social security deductions, is 892.75 EUR. Social benefits will include participation in the
Cigna medical insurance scheme and the OSCE Provident Fund.

If you wish to apply for this position, please use the OSCE's online application link found under https://vacancies.osce.org/.

The OSCE retains the discretion to re-advertise/re-post the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration. 

Only those candidates who are selected to participate in the subsequent stages of recruitment will be contacted.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see https://www.osce.org/participating-states.

The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization.

Candidates should be aware that OSCE officials shall conduct themselves at all times in a manner befitting the status of an international civil servant. This includes avoiding any action which may adversely reflect on the integrity, independence and impartiality of their position and function as officials of the OSCE. The OSCE is committed to applying the highest ethical standards in carrying out its mandate. For more information on the values set out in OSCE Competency Model, please see https://jobs.osce.org/resources/document/our-competency-model.

Please note that for this position the OSCE does not reimburse expenses such as travel in connection with interviews, tests, visas and relocation.

Please be aware that the OSCE does not request payment at any stage of the application and review process.

The mandatory retirement age at the OSCE is 65 years for contracted positions at the general service, professional and director level. The Organization shall apply an age limit of 63 years at the time of appointment as the incumbent selected is normally expected to carry out the contractual obligation of two years.