Legal Assistant (G3)

Background:

Please note that this position is proposed for downgrade from G4 to G3 in the 2025 Unified Budget, hence the appointment will be made at the G3 level. This vacancy reflects the envisaged responsibilities at the G3 level.

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 Office of Legal Affairs (OLA) provides legal services OSCE-wide with respect to public international law, internal justice matters, financial and contractual matters, and legal issues related to the structure and activities of the OSCE, including claims against it. OLA also advises on personnel matters, develops and strengthens the overall regulatory framework of the OSCE, and advises on its implementation, including with respect to international civil service law.

Tasks and Responsibilities:

The Legal Assistant assists the Senior Legal Administrator provide a wide range of general office support, central database management as well as other administrative and paralegal support to OLA. The incumbent also performs additional administrative backstopping functions for the Senior Legal Administrator, when requested. The Legal Assistant assists the Senior Legal Administrator carry out the main tasks necessary for the functioning of OLA by helping co-ordinate the full range of office manager administrative support functions, especially those related to archiving, travel and event management.

Under the overall supervision of the Senior Legal Administrator, the successful candidate will be tasked with the following duties:

1. Conducting research on assigned issues, using OLA’s archive and alternative sources, identifying and gathering background information, references, applicable precedents, statutes and citations for the preparation of legal opinions, agreements, reports, studies, presentations and other documents and requesting missing/connected information from requesting units within the OSCE executive structures;
2. Supporting the Senior Legal Administrator carry out quality control for outgoing documents; types, formats, proofreads and prepares in final format, drafts, correspondence, legal documents, reports, articles, speeches, spreadsheets, forms, presentations, etc., which may involve the use of legal terminology, using standard office computer software, ensuring adherence to the Organization's pertinent style manual provisions; attending administrative meetings and preparing minutes as required;
3. Helping maintain the legal filing system and legal reference library, registering documents issued by OLA in its archive, ensuring that all related correspondence and documentation are appropriately filed; helping maintain OLA’s intranet page; helping maintain, as necessary, the legal worklog, including by managing and registering individual task files; identifying and retrieving files/documents, as required;
4. Making travel arrangements, including preparing travel requests and travel claims and liaising with the travel unit to ensure completion of related travel arrangements; dealing with leave request records, visa applications, and completing appropriate claim forms, as well as maintaining leave records;
5. Helping maintain H/OLA’s schedule of appointments; assisting in organizing the logistics for meetings and preparing the necessary background documents and agendas, as well as IT equipment for online or hybrid events; liaising with counterparts on attendance; assisting in the preparation of presentation material; reserving meeting rooms and taking notes at meetings, if required;
6. Performing administrative backstopping functions for the Senior Legal Administrator, when requested.

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; formal studies/training in office management, administration and/or legal/paralegal matters is an asset;
• A minimum of three years of work experience in secretarial or administrative functions including work co-ordination, protocol, research and office management, involving contacts with diplomatic missions, international organizations, or in a law firm environment, and including experience in research, paralegal work and conference servicing;
• Professional fluency in English with excellent communication (both oral and written) skills; knowledge of another official OSCE language is an asset;
• 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;
• Digital literacy and computer literate with practical experience using Microsoft applications.

Remuneration Package:

Monthly remuneration, subject to social security deduction, is around EUR 3,495 (12 times a year). 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 the OSCE does not request payment at any stage of the application and review process.

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