Project Assistant (G5)

Background:

Please note that this position is funded under an Extra-Budgetary (ExB) project on "Prevention of Human Trafficking for Labour Exploitation in Supply Chains", which is expected to run until 31 December 2028. The contract duration will be until 30 June 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, 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 Special Representative and Co-ordinator for Combating Trafficking in Human Beings (SR/CTHB) represents the OSCE at the political level on anti-trafficking issues. The Office of the SR/CTHB assists OSCE participating States in the implementation of commitments and full usage of recommendations set forth in the OSCE Action Plan to Combat Trafficking in Human Beings. The Office provides a co-ordinating function among OSCE structures and institutions involved in combating trafficking in human beings (CTHB) with a focus on the following activities: enhancing the awareness and understanding of THB across the OSCE region; policy planning and advocacy especially in the area of emerging trends of THB and effective approaches to combating THB; and direct assistance to participating States in practical and technical areas, at their request.

Tasks and Responsibilities:

The Project Assistant provides administrative and, where relevant, substantive support in implementing project activities to fulfil supply chain obligations outlined in MC Decision No. 6/17 ‘Strengthening Efforts to Prevent Trafficking in Human Beings’, including organizing awareness-raising and capacity-building events, supporting process delivery, the development and maintenance of databases of information, and providing project administration support.

Under the direct supervision of the Senior Adviser, the successful candidate will be tasked with the following duties: 

1. Drafting and Formatting Documents and Reports: Preparing and designing routine and non-routine correspondence in a professional manner (both on administrative and substantive project matters), working documents, and background material pertaining to project activities, including concept notes, project reports, minutes and briefing papers. Ensuring documents are in appropriate style, language, and format. Proofreading and editing texts for accuracy, grammar, punctuation, and style;
2. Facilitating Project Activities: Assisting the Senior Adviser in coordinating, planning, preparing, and implementing events such as meetings, trainings, workshops, roundtables, and conferences. This includes handling all necessary administrative and logistical arrangements, consolidating and distributing inputs, drafting terms of reference, minutes and reports, preparing communications material to support the visibility of the project, attending and taking notes during events, and liaising with relevant internal and external stakeholders before and after the events;
3. Administrative Support: Scheduling and arranging meetings and events, maintaining the team calendar, maintaining and updating project files ensuring consistency and adherence to naming conventions, making reservations, budget monitoring, and conducting research for information and reference materials. Preparing requests/documents such as requisitions, travel requests/authorizations, expenditure authorizations, visa applications, Special Service Agreements (SSA), etc. The administrative support extents to the project’s role as Secretariat to the UN Task Force for combating trafficking and forced labour in supply chains;
4. Utilizing ERP System: Following up on actions related to requisitions, recruitment of consultants, training, purchase of services and goods, payments, travel authorization requests/claims and dealing with all related inquiries;
5. Monitoring Project Progress and Budget: Keeping track of pending matters and deadlines, as well as project budget and expenditure for specific project outcomes, outputs, and activities. Providing estimates of costs for individual activities and proposing budgetary adjustments to supervisor as needed;
6. Information Management and Research: Conducting computer-based searches, collating and interpreting information necessary for project activities and events. Assisting in the preparation of papers and presentations by extracting/summarizing statistics and relevant information, proofreading and translation where needed;
7. Performing other relevant duties as assigned.

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, with additional formal training in administration, finance, procurement, programme or project management;
• A minimum of five years of relevant work experience in the fields of administration or project management, 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 in project cycle management and procedures for preparation and implementation of projects, preferably in international organisations;
• Experience in supporting extra-budgetary reporting requirements, donor reporting standards, CRMS and Oracle application. Experience with vetting systems, such as Leahy;
• Demonstrated ability to effectively manage tasks under time pressure and meet tight deadlines, including a willingness to adjust working hours during peak project periods and accommodate duty travel requirements;
• Proactive approach to communication, ensuring timely and effective interaction with team members and stakeholders;
• Professional fluency in English with excellent communication (both oral and written) skills; good oral and written communication skills in another official OSCE language would be 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 with Microsoft Office applications. Experience with social media and/or design platforms (e.g., Canva) is desirable.

Remuneration Package:

Monthly remuneration, subject to social security deduction, is around EUR 4,670 (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.