id #2471395 08.10.2021

Senior Administrative Assistant (G6)

znalezione na www.infopraca.pl
Opis stanowiska pracy

OSCE Office for Democratic Institutions and Human Rights (ODIHR)

Application deadline: 26 October 2021



The grade of the post is subject to Unified Budget 2022 approval.

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, including:

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


2) Planning and implementing activities designed to ensure security and safety of ODIHR personnel, visitors, property and premises, including:

  • Assisting 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).
  • Monitoring general security situation and reviewing arrangements in Poland, including all aspects related to elaboration, development and updating of such arrangements.
  • Analysing security-related information maintaining and drafting broad spectrum of security documents which are integral part of the SP.
  • In consultation with the Logistics and Security Officer, participating in security meetings, discussing with a constructive input on security policies and procedures related to ODIHR mandate; proposing on appropriate security measures to be taken in the respect of physical safety and security of ODIHR personnel and assets.
  • Drafting and maintaining security-related documents, in particular - security surveys, security instructions, procedures, incidents reports, security advisories.
  • Following-up significant to security incidents involving ODIHR personnel with local law enforcement authorities (when applicable) until they are closed.
  • Assisting investigations; concerning ODIHR personnel and assets followed by written reports
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