Duty Station: Addis Ababa, Ethiopia
Closing Date: 31 Aug 2023
Job Description
General Background
The OSC: The Organisation of Southern Cooperation (OSC) is an international intergovernmental organisation, founded in January 2020 by countries from across the Global South, to “contribute to the equitable, just, and prosperous social transformation of societies by promoting balanced and inclusive education, in order to attain the fundamental rights to liberty, justice, dignity, sustainability, social cohesion, and material and immaterial security for the peoples of the world”.
The main functions of the Bureau of General Assembly and Logistics Management (GALM) are to:
A. Provide meetings organisation and documentation support to the General Assembly, the Council of Member States, and the Conference of Associate Members in their ordinary and extraordinary sessions;
B. Support the President of the General Assembly in the discharge of their duties;
C. Provide meetings organisation and documentation support to the conferences and international meetings convened by the Secretariat.
Role Summary
Under the authority and direct supervision of the Assistant Secretary-General (ASG) for GALM, the incumbent is responsible for the overall management, supervision, and administration of the Unit of Meetings Support, Documentation, Translation and Interpretation (MSDTI) as well as oversee the documentation and logistical support to the Organisation’s international meetings, conferences, workshops, seminars, so on.
In this context, the incumbent, under the direct supervision of the ASG for GALM and as necessary, in close coordination with his/her counterparts in other Departments, provides meetings organization and documentation, translation/interpretation support to the events of the Organisation.
The MSDTI’s key role is to support in preparing for and conducting OSC meetings and conferences in and outside Addis Ababa/Ethiopia. MSDTI services include meetings assistance, documents distribution and providing translation and interpretation.
MSDTI is in charge of meeting room co-ordination, documents categorization, classification, distribution and reproduction.
Duties
- Supports the supervisor in the performance of his/her duties;
- Establishes document control procedures and standards and organizes and assigns work to Unit staff, revises the completed work of the Unit staff before presenting them to the supervisor;
- Follows up on translation and/or editing and reproduction of documents; distributes documents to participants in meetings; maintain the OSC Delegates Website;
- Provides input into and ensures the selection and compilation of terminological material and the setting of terminology standards;
- Ensures the preparation of meeting rooms for formal and informal meetings:
- Arranges for flags, name plates; informs technicians of requirements (screens, sound system, microphones, electronic networks);
- Ensures timely availability of documents to participants and interpreters;
- Provides interpreters with background information on the topic under review;
- Supervises and co-ordinates temporary staff including local support staff for meetings in and outside Addis Ababa;
- Ensures that the organizational modalities of the various meetings comply with instructions given by the supervisor;
- Makes sure that the minutes of the meetings are drafted accurately and efficiently;
- Ensures efficient coordination and administration of the Unit’s daily work covering meetings support, documentation, translation and interpretation;
- Any other duty to be assigned by the supervisor.
Competencies
- Demonstrated professional competence and expertise in event organisation, documentation, translation and interpretation services preferably in international and/or multilateral settings;
- Strong oral and written communication skills;
- Ability to operate effectively in a professional environment;
- Ability to co-operate effectively with people of different national and cultural backgrounds;
- Ability to withstand and work effectively in stressful situation.
Qualifications
- A minimum of six years of relevant professional experience, preferably also covering the area of event planning, meetings assistant, documentation, translation and interpretation;
- Knowledge of computer applications particularly Microsoft Office programs like word, power point, excel, and e-mail and meeting setting programs;
- Accuracy in compiling and maintaining lists particularly for the purposes of document distribution.
Language Requirements
- Candidate must at least be fluent in English and in another official language of the OSCE (French, Arabic, Spanish).
- Additional knowledge of one or more of other official languages would be an asset.
How to Apply
Send your Resume and Cover Letter to:
- hre@oec-oce.org
- Subject: Job Title
This position is based in Addis Ababa, Ethiopia and open to international applicants. (Applications South America and Asia Pacific highly encouraged).
Female Candidates are strongly encouraged to apply.
Applications will be reviewed on a rolling basis. Position open until filled.