id #2400643 13.09.2021

Senior Administrative Assistant

znalezione na www.infopraca.pl
Opis stanowiska pracy

OSCE Office for Democratic Institutions and Human Rights (ODIHR)

Application deadline: 27 September 2021



This is a short-term position until end of 2021 year with a possibility of an extension.

The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. The ODIHR’s activities are implemented in 57 participating States in accordance with the ODIHR’s political mandate. Among the ODIHR’s main fields of activity are election observation and large number of assistance projects in the areas of democratic institution building, the rule of law and human rights.

The incumbent works in the Common Services Department, Logistics and Security Unit under the general supervision of the Logistics and Security Officer.


Tasks and Responsibilities:

1) General administration duties, which include:

  • Oversees Office expansions and renovations, prepares plans and checklist with assigned tasks for the staff involved, obtains requisite expert opinions and permissions required for historical buildings.
  • Liaises with Procurement and other sections and unit to ensure compliance with obtained, especially historic planning permissions.
  • Co-ordinate the work of different contractors, enforce quality control and time schedules.
  • Identifies training needs and coordinate organising relevant training with outsourced security companies.
  • Maintains daily logs and records management inventory of the unit documentations related to security and administration.
  • Oversees the proper records management and archives of the unit documentations related to security and administration.
  • Assist with the drafting of technical specifications, ToRs, evaluation reports to facilitate timely and quality procurement and functioning of security equipment, instalments and services.
  • Liaise and maintains permanent contacts with local Law enforcement authorities as well as governmental institutions in Poland.
  • Liaise and maintains permanent contacts with outsourced Security Companies providing security services to ODIHR.
  • Maintains contacts with other international missions in the region related to security.
  • Liaises with the management of the multitenant environment on security and safety-related matters, including coordination on the building evacuation procedure.


2) Plans and implements activities designed to ensure security and safety of ODIHR personnel, visitors, property and premises, for example:

  • Assists the Logistics and Security Officer and advising on developing and maintaining the ODIHR Security Plan (SP), contingency plans for emergency situations and Security Risk Assessments (SRA’s).
  • Monitors general security situation and reviews arrangements in Poland, including all aspects related to elaboration, development and updating of such arrangements.
  • Analysis’s security-related information maintains and drafts broad spectrum of security documents which are integral part of the SP.
  • In consultation with the Logistics and Security Officer, participates in security meetings, discussions with a constructive input on security policies and procedures related to ODIHR mandate; proposes on appropriate security measures to be taken in the respect of physical safety and security of ODIHR personnel and assets.
  • Drafts and maintains security-related documents, in particular - security surveys, security instructions, procedures, incidents reports, security advisories.
  • Follow-up significant to security incidents involving ODIHR personnel with local law enforcement authorities (when applicable) until they are closed.
  • Assist investigations; concerning ODIHR personnel and assets followed by written reports to the Logistics and
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