Payroll Assistant (G5)

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. 

DHR provides organizational structure and support to meet business needs by effectively managing the employee lifecycle. Human resources play an essential role in supporting, developing, and co-creating a positive culture in the workplace. Within this context, the HR Analytics, Systems and Payroll Unit develops and delivers timely, client focused and innovative approaches on people analytics and systems, and ensures the smooth and accurate centralized runs of all payrolls for the OSCE in accordance with the established regulatory framework.

The HR Analytics, Systems and Payroll Unit is responsible for the planning, execution, and control of human resources services. This includes managing compensation schemes, entitlements and benefits, performance evaluation system, social security packages, and implementing Staff Regulations and Rules, and Staff Instructions. This involves managing entitlements, and overseeing social security coverage, and payroll administration.

Tasks and Responsibilities:

The Payroll Assistant reports directly to the Payroll Associate and works in collaboration with the Talent Acquisition Officer. The Chief of HR Analytics, Systems and Payroll serves as the second-level supervisor.

The incumbent collaborates with internal and external stakeholders to support payroll administration. Internally, the incumbent provides information and responds to routine payroll-related queries from staff and coordinates with Oracle support as needed. Information may be provided to Internal Auditors upon request. Externally, the incumbent liaises with the Provident Fund Manager and group health insurance provider to address routine enquiries and may provide payroll-related information to External Auditors. These interactions involve the exchange of information and the application of established procedures under the guidance of the supervisor.

More specifically, the incumbent will be tasked with the following:

1. Processing payroll transactions by providing support to the payroll team, including the preparation and verification of payroll data. Assisting in ensuring accurate and timely processing of salaries, benefits, and deductions in accordance with established rules and procedures. Responding to routine payroll-related queries from internal stakeholders;

2. Supporting the payroll process by checking payroll inputs for accuracy and completeness and ensuring compliance with applicable policies and procedures;

3. Liaising with relevant internal units such as Finance and IT to support the resolution of routine system or data issues related to payroll processing, under the guidance of the supervisor;

4. Contributing to the implementation of established payroll procedures and assist in identifying basic process improvements to enhance accuracy and efficiency;

5. Assisting in the preparation of payroll reports and provide payroll data and documentation for internal and external audits as requested;

6. Providing operational support in maintaining payroll and post-related data in the ERP system (e.g. Oracle/IRMA), including updating records such as post creation, changes, and deletions based on approved requests and supporting documentation. Assisting in running basic reports and extracting data as required. 

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 training in human resource management at the introductory/basic/entry level;
• At least 5 years of experience in payroll, benefits and entitlements, accounting, or HR-related administration, preferably in an international environment; 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 payroll systems and HR databases is required;
• Knowledge of Oracle applications highly desirable;
• Knowledge of OSCE's system of salaries and entitlements is desirable;
• Excellent oral and written communication skills in English;
• Digital literacy and proficient use of Microsoft Office (Outlook, Word, Excel), internet;
• Ability to work with people of different nationalities, religions, and cultural backgrounds;
• Demonstrated gender awareness and sensitivity, with an ability to integrate a gender perspective into tasks and activities.
   

Remuneration Package:

Monthly remuneration, subject to social security deduction, is around EUR 4,820 (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.