HR Assistant (G3, 50%)

Background:

Please note that funding for this position is secured until 31 December 2027.

The selected candidate will work 50% of a full-time equivalent (20 hours per week), normally four hours per day from Monday to Friday. Due to the client-focused nature of the functions, regular office presence is required and teleworking is normally not possible. The selected candidate will initially be issued a one-year letter of appointment, renewable subject to satisfactory performance and the availability of funds.

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 Department of Human Resources (DHR) ensures that the OSCE has the human resources capacity necessary to successfully implement its mandates. DHR sets the policies and provides services in the areas of talent acquisition, administration of benefits and entitlements, payroll, performance management, talent development, and policy and employee relations across the Organization.

The HR Administration and Policy is one of the business units within the DHR. The Unit is responsible for the implementation of HR administrative processes throughout the employee lifecycle and provides client-oriented services related to contracts, entitlements, benefits, work attestations, and employment verification. Within this operational context, the Unit provides protocol-related administrative support to staff members and their eligible dependents in matters concerning their entry visas, local accreditation, and residence status. To this effect, the Unit interacts regularly with national authorities, internal stakeholders, and staff members for accurate and timely support, adhering to regulatory procedures.

Tasks and Responsibilities:

As HR Assistant, you will be directly reporting to the Human Resources Officer and the Chief, HR Administration and Policy Unit will be your second-level supervisor.

The HR Assistant will contribute to the effective delivery of HR administration services by performing structured administrative and protocol-related tasks in support of staff members. The post ensures accurate and timely processing of documentation related to visas, legitimation cards, residence matters, employment certificates, the related personnel records, routine HR administrative actions as well as administrative support to the HR policy and employee relations functional streams of the Unit.

More specifically, you will be tasked with the following:

1. Protocol and residence documentation administration:
   -    Administering visa, legitimation card and residence processes accurately and in compliance with established procedures;
   -    Reviewing documentation for completeness and correctness prior to submission;
   -    Preparing standardized protocol correspondence (including Notes Verbales and related documentation) and dispatching within required timelines; updating and maintaining records;
   -    Conducting communication with host country authorities in accordance with formal protocol requirements.

2. Client service and administrative support to staff:
   -    Providing routine guidance to staff members and eligible dependents on application procedures, documentation requirements, and administrative steps related to residence status and HR administration processes;
   -   Reviewing applications for compliance prior to submission; co-ordinating follow-up actions; addressing routine queries promptly and accurately.

3. Personnel records and HR data maintenance:
   -    Maintaining personnel documentation and related administrative records, including protocol-related files accurately and confidentially in electronic and physical filing systems;
   -    Updating HR data in relevant systems to reflect status changes; organizing and archiving supporting documentation in accordance with retention standards.

4. Preparation of routine HR attestations and documentation:
   -    Preparing standard HR certificates and attestations accurately and in accordance with established templates and procedures, including employment confirmations, residence-related attestations, and similar administrative records;

5. General HR administrative process support:
   -    Performing routine HR administrative tasks in support of the Unit’s protocol, policy and employee relations work, including co-ordination of shared administrative mailboxes, tracking and routing requests, staff cases, maintaining files, logs and action trackers, monitoring deadlines and ensuring timely completion of assigned actions;
   -    Performing accurate record-keeping, structured filing, and adhering to established procedures.

    

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; training in general or office administration, protocol procedures, HR administration, or records management would be an asset;
• At least three years of relevant administrative or clerical experience, preferably in HR administration or protocol support; 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 working with administrative / office procedures, document review, and record-keeping systems;
• Computer literate with practical experience using Microsoft Office applications;
• Strong attention to detail and accuracy in handling documentation;
• Client-service orientation and ability to communicate clearly with staff from diverse backgrounds;
• Excellent oral and written communication skills in English and German are required;
• 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 1,800 (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. 

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.

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.