Communications/Programme 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, combating human trafficking, 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 co-ordinating tasks across the Secretariat. It groups horizontal services such as Executive Management, Communications and Media Relations, Legal Services, External Co-operation, Security Management, Gender Issues, Conference and Language Services, Central Records Management, and oversees the OSCE Documentation 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 Gender Section of the Office of the Secretary General (OSG) supports the efforts of the OSCE Secretary General to promote a continuous and sustainable gender mainstreaming process across the Organization and the full implementation of the 2004 Action Plan for the Promotion of Gender Equality, as well as other gender-related commitments undertaken by the OSCE participating States.  It assists and advises the OSCE structures in the implementation of the Action Plan by providing technical assistance for the mainstreaming of gender in all activities, policies, programmes and projects.

Tasks and Responsibilities:

Under the overall supervision of the Senior Adviser on Gender Issues, the successful candidate will be tasked with the following duties:

1. Programme Management and Support: Independently providing comprehensive programme management assistance, overseeing the full spectrum of administrative and operational tasks to ensure smooth implementation of the Gender Issues Programme, including managing the agenda of the Senior Advisor and arranging meetings and visits;
2. Financial Management and Budget Oversight: Serving as the primary focal point for financial management within the programme, including preparing detailed budget forecasts and inputs using Hyperion, monitoring expenditures, raising Purchase Requests (PRs), managing procurement processes;   
3. Communications and Outreach: Acting as the principal communication liaison for the Gender Issues Programme, developing and executing communication strategies, including assisting and advising the Senior Advisor on communication, compiling inputs for the Gender Newsletter, drafting content for social media campaigns, and ensuring that program activities and achievements are effectively communicated to internal and external stakeholders;
4. Travel and Logistics Co-ordination: Managing all aspects of travel arrangements for the Senior Adviser, including preparing travel authorizations, completing claim forms, and maintaining a detailed travel plan. Ensuring all logistical arrangements are made efficiently and cost-effectively, while adhering to organizational policies and procedures;
5. Documentation and Correspondence Management: Drafting, editing, and reviewing official correspondence, including letters for the Senior Advisor’s signature, reports, and general communications. Organizing and maintaining a filing system for program-related documents, ensuring that all data and information is accurately stored and easily accessible for future reference;
6. Event Co-ordination and Support: Leading the organization and logistics of workshops, conferences, meetings, and other key events under the Gender Issues Programme;
7. Performing other related duties as required.  

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, supplemented by language studies in English, training in office administration and secretarial training;
• A minimum of five years of relevant work experience in programme administration, including work in an international environment; a university degree in a relevant field may be considered as a substitute for up to two years of working experience only to determine eligibility;
• Experience in OSCE financial rules and regulations or similar international organization is desirable; experience in travel administration is desirable;
• Excellent drafting and editing skills and very good IT skills including word processing, spreadsheets and power point applications;
• Knowledge of Oracle-based applications is desirable;
• Ability to work independently and to master office routines; ability to interpret staff regulations and guidelines related to staff, and to understand the Action Plan for Gender Issues; excellent communication and presentation skills;
• Professional fluency in English with excellent communication (both oral and written) skills; 
• 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.

Remuneration Package:

Monthly remuneration, subject to social security deduction, is around EUR 4,670 (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. Other allowances and benefits are similar to those offered under the United Nations Common System.

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. The placement on a roster does not guarantee a future appointment or assignment.

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 OSCE appointments are subject to medical clearance. 

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 62 years at the time of appointment as the incumbent selected is normally expected to carry out the contractual obligation of two years. 

Please be aware that the OSCE does not request payment at any stage of the application and review process.