Administrative Assistant (G5)

Background:

The OSCE has a comprehensive approach to security that encompasses politico-military, economic and environmental, and human aspects. It therefore addresses a wide range of security-related concerns, including arms control, confidence- and security-building measures, human rights, national minorities, democratization, policing strategies, counter-terrorism and economic and environmental activities. All 57 participating States enjoy equal status, and decisions are taken by consensus on a politically, but not legally binding basis.

The OSCE Secretariat in Vienna assists the Chairpersonship in its activities, and provides operational and administrative support to the field operations, and, as appropriate, to other institutions.

The Office of the Secretary General (OSG) plays a key role in supporting the Secretary General in the effective implementation of his/her mandate and specific tasks given to him/her by the OSCE participating States. This includes primarily assisting the Secretary General in his/her activities, serving as a focal point for liaison and support to the Chairperson-in-Office, and coordinating tasks across the Secretariat. It groups horizontal services such as Executive Management, Communication and Media Relations, Legal Services, External Co-operation, Security Management, Gender Issues, Conference and Language Services, Central Records Management, and oversees the OSCE Document Centre in Prague (DCiP). The OSG ensures effective co-ordination of policy advice provided to the Secretary General and the Chairpersonship, and management decisions taken by the Secretary General.

The Communication and Media Relations Section (COMMS) supports and advises the Secretary General and the OSCE Chairpersonship on media and public relations activities and informs the public about the work of the OSCE. COMMS also serves as the focal point for public statements and other communication material from OSCE Institutions and field operations. COMMS produces and disseminates press releases, information materials and regular publications, maintains the public website, the Organization's social media presence and promotes the OSCE's values, principles and work.

Tasks and Responsibilities:

Under the overall supervision of the Head of COMMS and in very close collaboration with the Chief, Media Relations Unit and the Chief, Online Communications Unit, the successful candidate will be tasked with the following duties:

1. Supporting the Head of Section for managing the budget; tracking expenditures and preparing monthly Budget and Expenditure reports; alerting on where reallocation of funds might be necessary; preparing documents pertaining to the OSCE Budget Cycle (PO/PBPR); preparing Unified Budget (UB) project documents throughout the year; and liaising with the Budget department;
2. Supporting outsourcing arrangements for COMMS; acting as a first point of contact for vendors relations; tracking and planning purchase orders carefully throughout the year based on the availability of funds; collecting invoices and liaising with the Budget / Accounting Unit;
3. Providing administrative support to the Section: supporting recruitment processes for Short Term Assignments (STA), Consultants and Interns; supporting staff with their travel arrangements (OTA); drafting and keeping track of Exception Requests (ER) and Inter-Office Memorandums (IOM);
4. Arranging appointments and organizing meetings including taking responsibility for invitations, the production and distribution of documentation, note taking and preparation of minutes of meetings;
5. Taking part in COMMS support to stakeholders; partaking in a roster of colleagues monitoring COMMS helpdesk for incoming queries; answering general inquiries addressed to the section; identifying the resource person for specific or sensitive inquiries; performing basic content operations on the OSCE website, such as uploading PDF or editing pages;
6. Performing other relevant duties as assigned.
      

For more detailed information on the structure and work of the OSCE Secretariat, please see https://www.osce.org/secretariat

Necessary Qualifications:

• Completed secondary education, secretarial training is an asset;
• A minimum four years of relevant experience with administrative work;
• Experience in reporting and writing, and good oral communications skills;
• Ability to extract and format data and to solve operational problems;
• Demonstrated superior planning and time management skills;
• Knowledge of the OSCE administrative and financial regulations (CRMS) or equivalent in another international organisation is a strong asset.
• Professional fluency in English with excellent communication (both oral and written) skills; working knowledge of German is a strong asset.
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
• Ability and willingness to work as a member of team, with people of different cultural, and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity;
• Computer literate with practical experience using Microsoft applications, including advanced use of Microsoft Office Suite and good knowledge of Oracle or another Enterprise Resource Planning software (ERP).

Remuneration Package:

Monthly remuneration, subject to social security deduction, is around EUR 4,600 (12 times a year) depending on family status. OSCE salaries are exempt from taxation in Austria. Social benefits will include possibility of participation in the Cigna medical insurance scheme and the OSCE Provident Fund.

Please note that appointments are normally made at step 1 of the applicable OSCE salary scale.

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

The OSCE retains the discretion to re-advertise/re-post 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. 

Only those candidates who are selected to participate in the subsequent stages of recruitment will be contacted.

Candidates interviewed and found suitable in the recruitment process for this vacancy notice will be placed on a roster of suitable candidates (valid for three years) for fixed-term posts, should a suitable opportunity arise.

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

The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization.

Candidates should be aware that OSCE officials shall conduct themselves at all times in a manner befitting the status of an international civil servant. This includes avoiding any action which may adversely reflect on the integrity, independence and impartiality of their position and function as officials of the OSCE. The OSCE is committed to applying the highest ethical standards in carrying out its mandate. For more information on the values set out in OSCE Competency Model, please see https://jobs.osce.org/resources/document/our-competency-model.

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.

The mandatory retirement age at the OSCE is 65 years for contracted positions at the general service, professional and director level. The Organization shall apply an age limit of 63 years at the time of appointment as the incumbent selected is normally expected to carry out the contractual obligation of two years.