Job: Senior Finance and Administrative Assistant

Organization Name

OSCE Secretariat/Prague Office

Location

Praha 6,CZ

Grade

G6

Closing Date of application

28-10-2013

No. of Posts

1

Background

The Office of the Secretary General (OSG) provides general services to the Secretary General (SG), the Chairperson-in-Office and the participating States. It groups horizontal services such as Executive Management, Press and Public Information, Legal Services, External Co-operation, Security Management, Gender Affairs and Central Records and Documents Management, and oversees the Prague Office. The Prague Office is also known as the CSCE/OSCE Historical Archives and the Research and Documentation Centre - its core task is to preserve and make available OSCE's historical records to participating States, academic researchers and the public at large.

Tasks and Responsibilities

Under the supervision of the Head of Office and in close co-operation with the Finance and Administration sections of the OSCE Secretariat based in Vienna, the incumbent will be responsible for:

• Recording and reconciling expenditures, balances, payments, statements and other financial records for day to day transactions and preparing reports;
• Entering from a wide variety of documents data into the Oracle financial system, verifying accuracy and ensuring all details are included; preparing and entering invoices into the system;
• Preparing monthly closure of accounts including bank and cash reconciliations and reports and replenishing bank and cash amounts;
• Managing VAT payments and claims for reimbursement;
• Preparing, monitoring and reporting on the office budget; preparing supporting documents for budget proposals;
• Monitoring programme implementation and proposing appropriate revisions; analyzing expenditures and forecasts and recommending budgetary adjustments;
• Managing the procurement of goods, services and works; raising purchase requisitions and purchase orders and confirming availability of funds;
• Reviewing and preparing payments to commercial entities and third parties;
• Preparing Special Service Agreements for Consultants;
• Conducting annual physical inventory of fixed assets, controlling and reporting on asset management and preparing write-offs of redundant assets;
• Preparing and submitting personnel records, entering into the Oracle system and preparing check lists for the Payroll Unit in Vienna;
• Preparing monthly overviews and reports to insurance providers for social and health insurance for office staff;
• Performing other related duties as assigned.

Necessary Qualifications

• Completed secondary education preferably with a university education or formal vocational training in accounting or finance;
• Six years of directly related financial and administrative experience preferably in international organizations (government/academic institutions or NGOs);
• Advanced knowledge of spread sheet and databases;
• Ability to work to a high degree of accuracy and attention to detail and to identify errors or discrepancies;
• Professional fluency in written and spoken English and Czech is essential; knowledge of other OSCE working languages would be an asset;
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
• Ability to establish and maintain effective working relationships with people in a small team of different national and cultural backgrounds.

Remuneration Package

Monthly remuneration, subject to social security deduction, is CZK 43,312 (12 times a year). OSCE salaries are exempt from taxation in the Czech Republic. Social benefits will include possibility of participation in the Vanbreda medical insurance scheme and the OSCE Provident Fund.

How To Apply

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

The OSCE retains the discretion to re-advertise 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.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/who/83 .

The OSCE is committed to achieving a better balance of women and men within the Organization. Female candidates are particularly encouraged to apply.

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.

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