Executive Support Consultant

Background Information

The OSCE Support Programme for Ukraine (SPU) has been established in order to continue to support the Ukrainian Government’s reform efforts and to mitigate the increased risks to civilians caused by the war against the country. The “SPU Management Support: Programme Implementation Unit” project is established to provide administrative, programme, project management and implementation support to enable the implementation of multiple projects under the Programme’s scope across all three OSCE dimensions.

The Executive Support Consultant, who will be stationed in Vienna, will work within the "SPU Management Support: Programme Implementation Unit" project and under the direct supervision of the Senior Adviser and will be responsible for supporting the Senior Adviser's day-to-day activities, such as organizing meetings, preparing documents, liaising with departments across the Secretariat and other programmatic work.

Please note that this is a short-term consultancy assignment with an initial duration until 31 July 2025 with the possibility of extension.

Tasks

Under the supervision of the Senior Adviser, the Consultant will perform the following tasks:

• Organizing the logistics for high level events, including updating participants list, preparing and sending out invitations, booking and setting up rooms, coordinating with ICT and other services, communicating with and receiving high-level visitors.
• Arranging informal and formal meetings, putting in place the necessary logistical requirements, such as reservations, room set-up, ICT and phone, agendas, and background material; receiving visitors; if requested, taking minutes at meetings.
• Providing administrative assistance, including to the Senior Adviser, with travel, hotel arrangements, conference registration forms and other travel related documents; completing appropriate claim forms.
• Maintaining and updating files of reports, correspondence and other relevant materials; uploading documents to the electronic archiving system, as required.
• Obtaining background information, studies and other materials required for use by the supervisor in preparing reports, work plans and studies; collating materials and making unofficial translations, as requested.

Necessary Qualifications

• Completed secondary education supplemented by the specialized training in administration or other related area.
• Minimum three years of secretarial / clerical / administrative support experience, preferably in international organizations.
• Experience with reviewing and/or preparing programmatic documentation, such as proposals, guidelines, templates, drafting reports would be an asset.
• Excellent knowledge of English including excellent communication and drafting skills. Knowledge of Ukrainian would be an asset.
• Ability to produce deliverables with little supervision and to work effectively as part of a team.
• 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 a team, with people of different cultural and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity.
• Computer literate, proficient with MS Office applications and teleconferencing tools (e.g., Zoom) to effectively work remotely with a variety of stakeholders.

Remuneration Package

Remuneration will be in accordance with the OSCE established consultancy rates. Applicants are encouraged to include in their applications their financial proposals for the foreseen services.

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 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.

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