Senior Security Administrative Assistant (GS-5)

About Us

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
  4.184
• Closing Date
  05/10/2024

Responsibilities

Job Summary

We are looking for a Senior Security Administrative Assistant (GS-5) to provide effective and efficient administrative support to The Office of Confidentiality and Security.

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

The Administrative Assistant will be responsible for the following duties:

1:

• Receives screens and distributes all incoming OCS mail, correspondence and deliveries.


• 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. travel arrangements, visa applications, expense statements, on-boarding/off-boarding, briefings & presentations etc.).


• Assists in the organisation and coordination of seminars and conferences like the Conference of State Parties and the Confidentiality Commission.


• Assists and supports OCS, takes minutes to accurately record meetings where required, and provides related background documentation as necessary.


• Maintains and keeps up-to-date OCS files, records, logs, and registers;


• Supports annual asset management by ensuring all OCS physical assets are registered and administered.


• Tracks OCS documentation using the Correspondence Management System and ensures all OCS documents are properly delivered to appropriate addressees for action.


• Assist OCS with data collection and display through Excel and Power BI.


• Serves as an alternate for SAP related updates and States Party notifications


• Serves as an alternate for offboarding approvals via the electronic out-processing mechanism.


• Serves as an alternate for travel security related administrative tasks and approvals.

2. 

• Provides expert assistance in the preparation and development of OCS’ work programme and budget.


• 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.


• Provides monthly and ad-hoc bespoke reports on budget and financial matters to OCS management.


• 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.


• Assists managers in the elaboration of resource requirements for budget submissions.


• 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


• Acts as Receiving Officer for the receipt of OCS invoices.

3:

• Maintain all OCS procurement administration, including (Direct) Purchase Orders, requests for Procurement and other necessary procurement documentation.


• Raises requisition on behalf of the Requisitioner or requisitioning unit; creates and processes all OCS Purchase Orders & Direct Purchase Orders.

Qualifications and Experience

Education

Essential:

• High School Diploma or equivalent.



• 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 & procurement matters is highly desirable;


• Knowledge of SharePoint and Power BI is highly desirable;


• Knowledge of common security and safety procedures would be an asset.

Knowledge and Experience

Essential:

• At least 4 years of progressive responsible relevant experience in administrative services, finance, accounting, audit, human resources or related area;


• Experience in finance, budgetary & procurement activities is essential;

Desirable: 

• In-depth knowledge of the OPCW ERP System is highly desirable.

Skills and Competencies

Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various OPCW administrative, financial and human resources rules and regulations in work situations.

Overall abilities include:

• 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 and Microsoft Office applications, 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 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.

Fixed-term staff members participate in the OPCW Provident Fund. A monthly staff contribution is met with a doubled amount by the OPCW under the provisions for social security. As the OPCW is exploring membership of the United Nations Joint Staff Pension Fund (UNJSPF), staff participation in the Provident Fund may be replaced by participation in the UNJSPF effective 1 January 2025.

Applications from qualified female candidates are strongly encouraged.

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’.