Senior Human Dimension Meetings Assistant (G6)

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 Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. ODIHR has a mandated responsibility to organize, annually, the Human Dimension Implementation Meeting (HDIM – more than 1,500 participants) and the Human Dimension Seminar (HDS – up to 300 participants) in Warsaw, and to support the OSCE Chair-in-Office (CiO) in organizing the three Supplementary Human Dimension Meetings in Vienna (SHDMs – up to 250 participants per meeting). In addition, ODIHR organizes regularly (three times a year, up to 30 participants per course) the Human Dimension Induction Course (HDIC) in Warsaw for new OSCE employees from various executive structures, and may be asked to provide assistance in organizing various other OSCE human dimension meetings and conferences.

The Human Dimension Meetings Unit, led by the Associate Human Dimension Meetings Officer, holds the primary responsibility within ODIHR to ensure efficient and timely organization of the mandated human dimension meetings and other relevant events within the applicable rules and modalities and other requirements. The incumbent will support the Unit with regard to the above-mentioned activities.

Tasks and Responsibilities:

Under the direct supervision of the Associate Human Dimension Meetings Officer, the incumbent contributes to the effective planning, organization, delivery and follow-up of OSCE Human Dimension meetings and related events, ensuring high organizational standards, consistency, and stakeholder satisfaction by performing following duties: 

1. Planning and delivery of Human Dimension meetings
   •    Contributing specialized input to all phases of mandated Human Dimension meetings, including planning, preparation, delivery, conduct and follow-up.
   •    Supporting internal preparatory processes by collecting, analysing and compiling information required for the organization of meetings.
   •    Ensuring meetings are delivered in line with agreed objectives, timelines, and organizational standards.
2. Co-ordination of stakeholders and events
   •    Co-ordinating side events associated with Human Dimension meetings, including engagement with OSCE participating States and high-level officials.
   •    Supporting co-ordination of inputs from ODIHR programme departments and liaises with internal and external stakeholders on organizational and participation-related matters.
   •    Acting as a focal point for organizational coordination between ODIHR, the OSCE Secretariat, other executive structures, and service providers, as required.
3.  Participant support and communication
   •    Providing participants, including Heads of Delegations and other high-level attendees, with timely and accurate information on meeting substance, procedures, and organizational arrangements.
   •    Ensuring effective logistical and technical support to participants before and during meetings, responding to operational issues and emerging needs.
4. Documentation, information management and administrative support
   •    Providing guidance to programme and administrative staff on the structure and format of meeting-related documentation.
   •    Drafting correspondence, briefing materials and presentations related to Human Dimension meetings, as requested.
   •    Performing administrative and records management tasks required for the effective functioning of the Unit, liaising with ODIHR common services as appropriate.
5. Operational oversight and quality assurance
   •    Overseeing the delivery of agreed services during meetings, liaising with relevant stakeholders to ensure compliance with agreed standards.
   •    Providing technical direction and supervision to short-term and contracted conference and event staff.
   •    Monitoring operational implementation during events, identifying issues, and recommending or implementing adjustments to venue set-ups, services, or support arrangements, including co-ordination with security services as required.
6.  Evaluation, feedback and continuous improvement
   •    Collecting and supporting the collection of feedback from participants, service providers and other stakeholders following meetings.
   •    Contributing input to post-event reviews and discussions on lessons learned and possible enhancements to the organization and delivery of Human Dimension meetings.
    

For more detailed information on the structure and work of the OSCE Office for Democratic Institutions and Human Rights, please see https://www.osce.org/odihr.

Necessary Qualifications:

• Completed secondary education

• A minimum of six years of relevant work experience is required

• Experience supporting large-scale meetings or conferences, including preparation, on-site assistance, and follow-up activities.

• Professional exposure to international or multilateral organizations (OSCE or comparable institutions), with a good understanding of basic intergovernmental processes and working methods, would be an asset.

• Hands-on experience providing logistical and operational support for meetings, including participant services, room set-ups, accreditation, and assistance during live events.

• Strong administrative and drafting skills, including preparation of correspondence, briefings, participant information, and meeting-related documentation.

• Computer literate with practical experience with Microsoft applications.

• Excellent written and spoken communication skills in English;

• Very good knowledge of Russian or Polish (written and oral) is required; a good knowledge of the other language (Russian or Polish) is desirable.

   

• 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;

   

Remuneration Package:

Monthly remuneration, subject to social security deductions, is approximately PLN 10,570. OSCE salaries are exempt from taxation in Poland. Social security will include participation in the Cigna medical insurance scheme (current approximate deduction for a staff member is 68 Euro) and 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%. Other allowances and benefits are similar to those offered under the United Nations Common System for general services employees.

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.