Senior Security Administrative Assistant

The Organisation for the Prohibition of Chemical Weapons is the implementing body for the Chemical Weapons Convention, which entered into force on 29 April 1997. The OPCW, with its 193 Member States, oversees the global endeavor to permanently and verifiably eliminate chemical weapons.

The ultimate aim of the OPCW is to achieve our vision of a world free of chemical weapons in which chemistry is used for peace, progress, and prosperity, and to contribute to international security and stability, general and complete disarmament, and global economic development. Under the OPCW's oversight 96% of the chemical weapons stockpiles declared by possessor States have been verifably 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 makes people's lives better. Apply to be a part of our team to make the world a better place for all. 

General Information

• Contract Type: Fixed-term General Service 
• Grade: GS5 
• Estimated monthly remuneration: Euro 3,620 
• Closing Date: 04/02/2022 

Responsibilities

Job Summary

The Office of Confidentiality and Security, is located within the Office of the Director-General. The Operations Security Section is responsible for the provision of safe workplaces and the protection of OPCW assets.

We are looking for a Senior Security Administrative Assistant to Provide effective and efficient administrative support to the OCS Operations Security Section.

The main objective for the post is to ensure the successful implementation of all administrative processes related to budget finance and procurement matters.

Main Responsibilities

Within delegated authority, the Administrative Assistant will be responsible for the following duties:

• Receives screens and distributes all incoming Operations Security Section correspondence;
• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters;
• Handles a wide range of administrative duties/processes (e.g. leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, equipment purchase, service and supply requisitions, conference room bookings, etc.);
• Assists in the organisation and coordination of seminars and conferences like the Conference of State Parties or Confidentiality Commission in coordination with CIS;
• Maintains an agenda of planned Operations Security Section meetings, takes minutes to accurately record all Section meetings, and provides related background documentation as necessary;
• Maintains and keeps up-to-date all Operations Security Section files, records, logs, and registers; ensuring that all are easily accessible;
• Tracks Section documentation using the Correspondence Management System (CMS) and ensures all Section documents are properly delivered to appropriate addressees for action;
• Assists in monitoring budget/work programme with respect to various budgets, trust funds, grant and other funds on a regular basis, and suggests reallocations of resources and implements the reallocations as necessary;
• Monitors expenditures and compares with approved budget; brings to the attention of respective managers any budgetary requirements or potential problem areas that may need to be addressed;
• Provides assistance in the review, and preparation of the medium-term plan and its revisions;
• Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures;
• Prepares or customizes financial reports from ERP system generated reports;
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports;
• Maintain all OCS procurement administration, including (Direct) Purchase Orders, requests for Procurement and other necessary procurement documentation.

Qualifications and Experience

Education

You should have a High School Diploma or equivalent.

Essential:  Significant skills in using modern personal computer equipment and software are essential; knowledge of Windows based word-processing and database or spreadsheet programmes is essential.

Desirable: Training and/or courses in finance, budgetary and procurement matters is highly desirable; knowledge of common security and safety procedures would be an asset.

Knowledge and Experience

Make sure you have at least 4 years of progressive responsible experience in administrative services, finance, accounting, audit, human resources or related area.

Essential:  Experience in finance, budgetary and procurement activities is essential.

Skills and Competencies

To succeed in this role you will need the following skills and competencies:

• Basic problem solving skills;
• Effective time-management abilities;
• Flexibility and ability to work steadily with several ongoing tasks;
• Very detail orientated;
• Tact, accuracy and discretion;
• Work independently following established rules and procedures;
• Solid verbal and written communication skills;
• Proven customer-service orientation, with a supportive communication style;
• Focus on collaborative team work within a supportive environment;
• Good interpersonal skills, and the proven ability to work harmoniously in a multi-cultural environment;
• Computer literacy, including good working knowledge of Windows based word-processing, spreadsheets and databases as well as a working knowledge of an ERP or related HR systems.

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 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. 

Fixed-term staff members participate in the OPCW provident fund. A monthly staff contribution is met with a doubled amount by the OPCW to ensure separating staff have the capital necessary to move on to new challenges. 

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

Applications from qualified female candidates are strongly encouraged.