Head, Conference and Language Services (P5)

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) provides direct support to the OSCE Secretary General, and provides central services across executive structures. The Conference and Language Services programme provides conference, interpretation and translation services, document distribution and related services for the OSCE’s decision making bodies, organizes and supports OSCE meetings, and assists OSCE subsidiary bodies and specialized consultative mechanisms.

The Conference and Language Services programme provides operational and advisory support to meetings of participating States, ensuring procedural compliance in accordance with the Rules of Procedure of the OSCE [MC.DEC/1/06], provides interpretation and translation services between the OSCE’s working languages, and ensures logistical readiness. The working environment is fast-paced, politically sensitive, and requires continuous co-ordination with delegations, host country authorities, external service providers and internal OSCE entities complying to strict timelines and under high visibility conditions.

Tasks and Responsibilities:

Under the supervision of the Director of the OSG, the Head, Conference and Language Services (H/CLS) provides management and operational oversight for the planning, co-ordination, and delivery of conference and language services, supporting meetings of the OSCE and its subsidiary bodies. The role includes serving as the primary interlocutor for delegations and meeting organizers, facilitating co-ordination and ensuring the effective delivery of interpretation, translation, documentation, protocol and logistical support services. 

The Head, Conference and Language Services operates with a high degree of autonomy. S/he is responsible for an efficient service delivery across all conference operations. S/he ensures compliance with procedural frameworks, and drives continuous improvement in service quality and efficiency. 

The Head, Conference and Language Services is responsible for managing significant financial resources, as well as leading a team of approximately 30 staff members. This role therefore, requires sound financial planning, and people management grounded in fairness and transparency

The successful candidate will be tasked with the following duties:

1. Acting as the principal interlocutor for delegations on all matters related to conference and language services, ensuring timely and authoritative guidance on rules of procedure, protocol, accreditation, and related matters;

2. Leading the planning and co-ordination of meetings and conferences of the OSCE in Vienna and other locations, ensuring optimal allocation of resources and seamless delivery of conference, language services, and documentation related matters;

3. Negotiating and managing contracts with external service providers, including in respect of the OSCE’s meeting premises with respective support from the Facilities Management unit in DMF and Office of the Legal Affairs, and co-ordinating logistical, protocol, and security arrangements with host country authorities and relevant stakeholders;

4. Overseeing the provision of substantive, procedural, and editorial support to OSCE decision-making bodies, as well as the Joint Consultative Group and the Open Skies Consultative Commission, ensuring high-quality meeting documentation and advisory services;    

5. Managing staff by effective supervision, participating in recruitments and by performance management based on clear and objective criteria;

6. Preparing the CLS budget and is responsible for sound financial management, seeking cost-sharing arrangements where possible;

7. Providing strategic advice to senior management on policy development, service improvement, benchmarking, and ICT-enabled innovation in conference and language service delivery;

8. Performing other 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:

• Second-level university degree in international relations, political sciences, international law or other law studies, public and business administration, or a related field. A first-level university degree in relevant fields in combination with two additional years of relevant experience will be accepted in lieu of the second-level university degree;

• A minimum of ten years (twelve years with a relevant first-level degree) of progressively responsible experience at the international level in international organizations or public administration, conference management and/or other related fields;

• At least five years of this experience shall be in a senior and/or managerial position;

• Proven diplomatic experience engaging with external stakeholders including at senior level e.g. at governmental level, or representatives of delegations, and co-ordinating high-level diplomatic meetings;

• Demonstrated experience in budget management and staff supervision;

• Knowledge of conference services;

• Excellent oral and written communication skills in English and one other official OSCE language are essential;

• Advance proficiency of at least one other language from the OSCE region 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;

• Computer literate with practical experience using Microsoft applications.

Remuneration Package:

Monthly remuneration is around EUR 11,300, with the actual monthly salary depending on post adjustment and 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. 
 

Appointments are normally made at Step 1 of the applicable OSCE salary scale. In exceptional cases, an initial appointment at up to Step 3 may be considered. This depends on factors such as relevant experience exceeding minimum requirements or higher previous remuneration. Any such request by a candidate must be reviewed and approved by the OSCE before the appointment

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.

The OSCE is a non-career organization committed to the principle of staff rotation, therefore the maximum period of service in this post is 5 years.

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.