Project Assistant (G3)

Background:

Please note that this position is funded under an Extra-Budgetary (ExB) project titled “WIN - Women and Men Innovating and Networking for Gender Equality” phase II, which is expected to run until 31 December 2029. The contract duration will be from 01 April 2026 until 30 September 2026; extension of contract is subject to funding availability.

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.

As the largest regional security organization in the world, the OSCE has an important role to play in addressing the comprehensive aspects of women’s and men’s, girls’ and boys’ human rights and security. The Gender Issues Programme of the Office of OSCE Secretary General (hereinafter “Gender Section”) works towards the implementation of the 2004 OSCE Action Plan and relevant MC decisions and supports systematic efforts to mainstream gender equality across the Organization in all its policies, programmes, projects and activities in three dimensions of comprehensive security.

The OSCE’s comprehensive project “WIN - Women and Men Innovating and Networking for Gender Equality” phase II, will continue to advance gender equality as a necessary prerequisite for achieving and maintaining stable, prosperous and peaceful societies in the OSCE area. The project aims to accelerate the implementation of the OSCE 2004 Action Plan for the Promotion of Gender Equality and the Women, Peace and Security Agenda. It will continue to do this by developing sustainable capacity in the area of gender equality and comprehensive security in selected participating States in close co-ordination and co-operation with other Executive Structures. Moreover, it will contribute to transforming harmful social norms, unequal power relations, traditional attitudes and behaviours of decision makers in favour of gender equality; strengthening women’s networks and networks of male allies; and empowering women to fully participate in conflict prevention.

Tasks and Responsibilities:

The overall objective and goal of the post are to administratively support the successful implementation of ExB WIN project. Under the supervision of the Project Manager, the Project Assistant will be responsible for the following:

1. Assisting the implementation of the WIN project by; assisting in the organization of events, meetings and webinars, including invitations, logistics, reservations, support to the Project Manager and liaise with gender advisers;

2. Making travel arrangements, preparing travel authorizations, ensuring that visas and travel documents are in order, completing claim forms and maintaining an overview of travel and financial expenses if no G3 is available;

3. Assisting the maintenance of the WIN project by supporting with file archiving needed for compiling progress reports for donors;

4. Supporting with the maintenance of the WIN online platform/Community of practice;

5. Assisting the communication with donors and other stakeholders by supporting the WIN team in communication with donors and other internal and external working relationships (i.e. sending out invitations, reports, etc.);

6. Performing other duties 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;

• A minimum of three years of progressively responsible experience in programme administration, including work 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 in travel administration is desirable;

• Professional fluency in English with excellent communication (both oral and written) skills; knowledge of other OSCE official languages 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;

• Computer literacy with practical experience using Microsoft applications.

Remuneration Package:

Monthly remuneration, subject to social security deduction, is around EUR 3,490 (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.