About Us
The OPCW’s mission is to implement the provisions of the Chemical Weapons Convention 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.
The OPCW was awarded the Nobel Peace Prize in 2013 for its extensive efforts to eliminate chemical weapons.
General Information
Responsibilities
Job Summary
The Office of Special Missions (OSM) leads sensitive, high-impact deployments in complex environments to support the Organisation’s mandate under the Chemical Weapons Convention (CWC).
The Senior Administrative Assistant (GS-6) works as a part of the Office of Special Missions (OSM) under the direct supervision of the Director of the Office of Special Missions (D/OSM). The Senior Administrative Assistant provides administrative and logistic support to the D/OSM and supports the work of the OSM with administrative matters.
The Hague is the duty station of this post.
Main Responsibilities
Under the direct supervision of the Director of the Office of Special Missions (D/OSM), the incumbent performs the following duties and responsibilities:
Arranging the D/OSM schedule of appointments and meetings:
- Maintaining a workable timetable for D/OSM;
- Arranging meetings as instructed by D/OSM; Acts as Secretary to the meetings, taking meeting minutes and preparing draft records of meetings when requested by D/OSM;
- Ensuring the availability of meeting rooms for all meetings organised by OSM;
- Compiling briefing notes and other background papers required.
Managing the workflow of incoming and outgoing correspondence including sensitive management and staff-in-confidence issues:
- Receiving and reviewing incoming correspondence, external and internal, providing where necessary background information to assist processing by D/OSM;
- Prioritising incoming mail and communications on the basis of deadlines, researches subjects to facilitate D/OSM action, bringing urgent matters to the attention of D/OSM anticipating required action;
- Maintaining an accurate record of D/OSM’s correspondence;
- Routing correspondence to the relevant internal counterparts for action or information as required;
- Drafting responses for D/OSM’s approval and prepares replies to routine matters;
- Reviewing all outgoing documentation prepared for D/OSM’s signature in accordance with the correspondence manual guidelines;
- Facilitating timely communication and information sharing between D/OSM and the rest of the OSM team.
Screening telephone calls and answering queries:
- Taking discretionary decisions regarding appointments and telephone calls bearing in mind OSM's workload and priorities;
- Taking messages or refers callers, as appropriate;
- Receiving visitors.
Follows up on outstanding matters, which includes:
- Liaising frequently with relevant staff in the Team;
- Ensuring that replies are issued in a timely manner, tasks are completed and deadlines are complied with;
- Maintaining an updated file on on-going issues for close monitoring.
Reviewing obligating forms, procurement and staff contracts for D/OSM’s approval:
- Ensuring that the documents are in compliance with Financial Regulations and Rules, Staff Rules, and Administrative Directives and Circulars;
- Making sure that relevant staff have cleared the form before D/OSM’s approval;
- Maintaining and organising an archiving system in the database of administrative issues.
Providing general administrative support to the Office of Special Missions:
- Organising the provision of office supplies;
- Liaising with relevant staff members to resolve related internal problems when necessary;
- Performing timekeeping functions for the Office of Special Missions, i.e. leave records.
Organising and maintaining an office filing system to ensure administrative records are up-to-date:
- Keeping administrative records up-to-date on a daily basis;
- Ensuring that archiving is carried out as necessary.
Perform other duties as required.
Qualifications and Experience
Education
Essential:
- High School Diploma or equivalent Diploma of higher secondary education.
Desirable:
- Additional training and/or courses in secretarial/ administrative training.
Knowledge and Experience
Essential:
- At least 6 years of progressively responsible and related experience;
- Previous secretarial/administrative experience within an international organisation would be a strong asset.
Skills and Competencies
- Excellent communication skills;
- Ability to draft in a clear and concise manner;
- Strong analytical and problem-solving skills;
- Strong planning and organisational skills;
- Computer literacy;
- Tact, accuracy, discretion and respect for confidentiality;
- Good inter-personal skills;
- Ability to work harmoniously in a multi-cultural environment and independently with minimum supervision.
Mental and physical requirements:
- Physical: Standard working office environment.
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 fixed-term 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.
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 fully completed applications submitted before the closing date and through OPCW CandidateSpace will be considered. Only applicants under serious consideration for a post will be contacted.
According to article 8 paragraph 44 of the Chemical Weapons Convention the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
OPCW is committed to maintaining a diverse and inclusive environment of mutual respect. OPCW recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, ethnic, cultural and socio-economic backgrounds, or any other personal characteristics.
General Terms and Conditions
Important notice for applicants who are currently insured under the Dutch Social Security system
Although headquartered in the Netherlands, the OPCW is not a regular Dutch employer but a public international organisation with its own special status. Please be advised that if you are currently insured under the Dutch Social Security system, you will be excluded from this system as a staff member of the OPCW. You will consequently be insured under the organisation’s system. The above also applies to your dependents unless they are employed by a regular Dutch employer, they are self-employed in the Netherlands, or are receiving Dutch social security payments.
Please refer to the website of the Ministry of Social Affairs and Employment for more information about the possible consequences for you and your dependents, such as exclusion from ‘AWBZ’ and ‘Zorgverzekeringswet’ coverage: ‘Werken bij een internationale organisatie’.
