Office Assistant (G3)

Background

The OSCE Support Programme for Ukraine (SPU) has been established in order to continue supporting the Ukrainian Government’s reform efforts and mitigating the increased risks to civilians caused by the war against the country. The objective of the SPU - and therefore of all its projects - is to support Ukraine across all three OSCE dimensions on the government’s reform efforts and on the evolving risks to civilians caused by the war, thus ensuring that the OSCE’s work conducted over the past three decades and in the future, continues to impact positively the institutions and people of Ukraine and that Ukraine’s comprehensive security is enhanced in line with the OSCE commitments. The Programme is implemented through Extra-Budgetary (ExB) project activities.

This post is financed from the extra-budgetary (ExB) Support Programme for Ukraine within the OSCE Conflict Prevention Centre (CPC) at the OSCE Secretariat (SEC). The Programme is planned to run until 31 December 2028. The post extension is subject to the availability of funds as well as the extension of the project duration.

Please note that the post is located in Vienna, Austria.

Tasks and Responsibilities

The incumbent reports to the Senior Adviser SPU, with the Director of the Conflict Prevention Centre (D2) acting as the second-level supervisor. The incumbent is tasked with the following:

1. Receiving, screening, recording and identifying the subject matter of incoming and outgoing correspondence, including reports, internal office memorandums and other written material; distributing materials to the appropriate staff; drafting standard correspondence on the basis of instructions received and/or on the basis of own knowledge of the work; checking in/outgoing material submitted, for format and accuracy of detail in accordance with the OSCE Style Manual, and for grammatical and typographical accuracy and conformity with overall policy or specific
   instructions.

2. Maintaining and updating files of reports, correspondence and other relevant material; keeping records on reports received; establishing new files and disposing of or reorganizing those no longer required. Uploading documents to the electronic archiving system as required.

3. Maintaining a record of the Delegation of Authorities, ensuring regular updates and signature and filing of the documents in Jarvis.

4. Organising the logistics for events, including updating participants list, preparing and sending out invitations, booking and setting up rooms, coordinating with ICT and other services, communication with and reception of visitors.

5. Maintaining the supervisor’s daily schedule of appointments; assisting in organizing the logistics for informal and formal meetings and preparing the necessary background documents and agendas, as well contacting technical staff to arrange 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. Providing administrative assistance, including to the Senior Adviser with travel, hotel arrangements, visa applications, conference registrations forms and other travel related documents; completing appropriate claim forms.

7. Obtaining background information, and collating material and input from colleagues required for use by the supervisor in preparing reports, work plans and studies; upon request generating and maintaining charts and graphs.

8. Performing other relevant duties as assigned.

Necessary Qualifications

• Completed secondary education, supplemented by secretarial training or equivalent experience.
• A minimum of three years (two with a first-level and one with a second-level university degree) of working experience in administration or provision of secretarial or clerical assistance.
• Good understanding of office procedures and practices, preferably in a multicultural environment.
• Experience in providing support to managerial staff and in organising conferences and events.
• Experience in setting up and maintaining databases and a complex filing system.
• Knowledge of the OSCE or comparable regulatory administrative framework is an asset.
• Professional fluency in English with excellent communication (both oral and written) skills. Knowledge of German or Ukrainian would be an asset.
• Demonstrated gender awareness and sensitivity, and the ability to integrate a gender perspective into tasks and activities.
• Ability and willingness to work as a member of the 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. Experience in ERP software is an asset.

Remuneration Package

Monthly remuneration, subject to social security deductions, is EUR 3,495 as per the relevant OSCE salary scale. The salary payment is effected in EUR. Social benefits will include participation in Cigna medical insurance scheme and the OSCE Provident Fund. The Organization contributes an additional amount equivalent to 15% of the employee's salary to this pension-style fund while the employee contributes 7.5%.

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.