Human Resources Assistant (G4)

Job Title                                  Human Resources Assistant

Location                                  Belgrade

Organization Name                  OSCE Mission to Serbia

Grade                                     G4

No. of Posts                             1

Background

The vacancy is open only for persons with the citizenship of or permanent residence in the Republic of Serbia.

This is an extra-budgetary position subject to the availability of funds. The incumbent will receive a Fixed-term Letter of Appointment in the duration of 1 (one) year, which will be subject to satisfactory completion of a 6-month probationary period. A further extension is subject to satisfactory performance and the availability of funds, until the end of the Project (“Strengthening Freedom of Expression and Freedom of Media in Serbia”, ExB #2400845), currently expected to run until 30 June 2027.

The incumbent is assigned to the Human Resources Section of the Fund Administration Unit.   

Tasks and Responsibilities

Under the supervision of the National Human Resources Officer, the incumbent will be responsible for:

1. Entering payroll and supplier data into the Oracle IRMA database:

a)    Entering recurring and non-recurring elements (private telephone charges, private OSCE vehicle usage, and loss or damage to the OSCE property);

b)    Entering bank details;

c)    Entering the supplier/employee information;

2. Maintaining the OSCE officials’ personnel files, files of Special Service Agreements and other records of the Human Resources Section:

a)    Checking and updating personnel files of OSCE officials on daily basis, and proposing restructuring as needed;

b)    Maintaining official folders and files, in-processing and out-processing briefing documents and forms, and Special Service Agreements;

c)    Performing the functions of the HR records management focal point;

3. Administration of Special Service Agreements, including creating and/or updating relevant information in the Oracle IRMA database;
4. Administrative in-processing and general on-boarding of new Mission members, including briefing on terms and conditions of appointment and co-ordinating/administering the onboarding;
5. Assisting in liaising with the host country’s Ministry of Foreign Affairs on the diplomatic status of international staff, and co-ordinating the issuance and extension of diplomatic identity cards for international fixed-term staff, and the registration of international short-term staff, junior professional officers, consultants and interns;
6. Assisting in co-ordinating with the Ministry of Foreign Affairs, Visa Department, the issuance of the host country’s visas for international staff, consultants, sponsored participants and other travellers on official OSCE business;
7. Preparing Letters of Attestation and bank statements upon the requests of Mission members.

Necessary Qualifications

• Citizenship of or permanent residence in the Republic of Serbia;
• Completed secondary education. Formal training in the field of human resources or general administration would be an asset;
• Minimum three (3) years of working experience in human resources (such as administration of entitlements and contracting), of which at least one (1) year in an international or multinational environment;
• Thorough understanding of office procedures and practices, preferably in a multicultural environment;
• Digital literacy and proficient use of Microsoft Office (Outlook, Word, Excel and PowerPoint), internet. Experience with an ERP software would be an asset;
• Prior experience with an HR module of an ERP system (e.g. Oracle applications), Integrated Resource Management Application system (IRMA) and DocIn database will be considered an asset;
• Excellent oral and written communication skills in English and Serbian;
• Ability and willingness to work with people of different nationalities, cultural and religious backgrounds and diverse political views while maintaining impartiality and objectivity.
• Reference: Xm2vl7WsllW4hlL7KbxhkcpIJ71dSDj-lXDGC_kiBEk.

Candidates are encouraged to familiarize themselves with the OSCE core values and competencies by studying the OSCE Competency Model available at: www.jobs.osce.org/resources/document/our-competency-model.

Remuneration Package

The incumbent will receive a fixed-term Letter of Appointment in the duration of 1 (one) year, which will be subject to satisfactory completion of a 6-month probationary period, and which will be renewable, subject to satisfactory performance, until the end of the Project. The Project is currently expected to run until 30 June 2027.

Appointments are normally made at Step 1 of the applicable salary scales.

Monthly remuneration, subject to social security deductions, is approx. EUR 1,308.33. Social benefits will include participation in the Cigna medical insurance scheme and the OSCE Provident Fund.

How to Apply

Please apply electronically. Only online applications will be considered; applications received by email, post etc. will not be accepted.

Only short-listed candidates will be contacted. Candidates who have not been contacted by 15 November 2024 should consider there will be no follow up to their application.

Contact Tel. No: bellow, ext.: 4133, 4157 or 4127 (Human Resources Office)

The OSCE is committed to achieving a better balance of women and men within the Organization.

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