Extrabudgetary Contributions Assistant (G4)

Background:

Please note that funding for this position is secured until 31 March 2027, with possibility of further extension, subject to funds availability.

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 OSCE Secretariat’s Department of Management and Finance (DMF) is responsible for managing the material and financial resources of the Organization. The objective of DMF is to provide efficient and effective management of non-staff resources in support of OSCE programmatic activities. It provides policy guidance on the management of OSCE financial and material resources and develops and maintains OSCE Financial Regulations and Rules and Financial Administrative Instructions. DMF consists of Budget and Finance Services, Mission Support Section, Information and Communication Technology Section and the Information Security and Co-ordination Unit.

The Budget and Finance Services Section is responsible for co-ordinating and supporting the programme planning and budgeting process in general, including providing policy guidance and support to the Secretariat, OSCE Institutions and Field Operations. The Budget and Finance Services Section consists of the Accounts and Treasury Unit and Integrated Resource
Management Unit.

The post is located in the Integrated Resource Management Unit.

Tasks and Responsibilities:

As Extrabudgetary Contributions Assistant, you will be directly reporting to the Extra-budgetary Contributions Officer and the Chief, Integrated Resource Management Unit will be your second-level supervisor. 

You will provide technical and administrative support and facilitate process delivery in pledge administration by performing tasks that require the selection, interpretation and assembly of information and data for the execution of recurring patterns of work, as well as operating office equipment and computer applications, based on knowledge of standard practice and requiring a choice of methods to use. 

More specifically, you will be tasked with the following:

1.  Registration and administration of extra-budgetary pledges:
-    Recording pledges into the Grant Module of Oracle and billing them for accounts receivable creation;
-    Preparing pledge acceptance letters for pledges received and receipt acknowledgement letters to donors for income received;
-    Reviewing all extra-budgetary and third-party income received on a daily basis;
-    Allocating income received or advance authorizations to the appropriate project by task as instructed by Project Managers or according to the project budget;
-    Controlling foreign currency pledges and effecting related FX adjustments in Grant Module of Oracle when income is received. In collaboration with Accounts and Treasury Unit, checking ExB receipt applications, application of bank charges, as well as ExB cash balances;
-    Re-allocating funds between tasks and across projects upon written request by Project Managers and donors; 
-    Issuing payments to third-parties and refund requests of any remaining fund balances to the donor upon final report submission and approval from the donor;
2.  Administration of third-party pledges:
-    Registration of third-party pledges in the Grants Module in close collaboration with other Units and Executive Structures;
-    Performing reallocations and refunds, as instructed;
3.  Supporting quarterly and annual reporting on ExB contributions to OSCE, as well as reporting to donors:
-    Reviewing issued advance authorizations and outstanding accounts receivables to mitigate financial risk exposure of the organization;
-    Assisting with the preparation of quarterly and annual financial reports to management and the preparation of the report of extra-activities to be included in both the financial annual statements and the Annual report; assisting in preparation of periodical reports to the donors;
-    Preparing ad hoc reports for donors, as requested;
-    Maintaining all administrative records, i.e. pledge documents, income receipts, etc.;
4.  Administration of Indirect Common Costs:
-    Administration of the Indirect Common Costs charge; budgeting Indirect Common Cost (ICC) at the project/pledge level and making sure that correct burdening schedule is activated for the pledges received; 
-    Administration and controlling of earned ICC revenue allotments to respective reserve and allotment projects.
5.  Providing technical support to project managers and donors:
-    Providing training on the Grant Oracle Module and DelWeb to OSCE staff and delegates;
-    Supporting project managers and project staff on pledge-related requests;
-    Supporting the CiO or their Liaison Officers in the set-up and implementation of their ExB activities and related internal OSCE procedures;
-    Performing User Acceptance Testing (UAT) of planned upgrades of Grant Oracle Module;
-    Performing other related 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 supplemented by formal training in the area of accounting, finance, legal or computerized financial systems;
• A minimum of four years of relevant working experience in the field of finance, budgeting, accounting or donor funds administration in an intergovernmental or commercial organization; 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 with Oracle or equivalent ERP would be an asset;
• Computer literate with practical experience with Microsoft applications;
• Excellent oral and written communication skills in English; knowledge of another official OSCE language is desirable;
• 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.

Remuneration Package:

Monthly remuneration, subject to social security deduction, is around EUR 4,040 (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. 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.