Short-term Project Assistant (G4)

Background:

Please note that this is a short-term position to support an extra-budgetary project with the duration from as soon as possible for 1 month with the possibility of an extension, subject to funding availability.

The OSCE has a comprehensive approach to security that encompasses politico-military, economic and environmental, and human dimension 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 Office in its activities, and provides operational and administrative support to the field operations, and, as appropriate, to other institutions.

The Transnational Threats Department/Action against Terrorism Unit (TNTD/ATU) is the focal point for co-ordinating and facilitating OSCE anti-terrorism activities. The Department contributes to the implementation of the OSCE’s counter-terrorism commitments by providing support to the Chairperson-in-Office, the Secretary General and the participating States on anti-terrorism matters and by enhancing co-ordination within the OSCE on related issues.

TNTD/ATU also assists participating States with implementing their relevant commitments in this area, as defined by relevant decisions, and acts on requests from participating States to assist in enhancing their capacities to respond to current and emerging terrorist threats. TNTD/ATU supports the work of relevant UN bodies and enhances co-operation with external partners and other regional organizations in preventing and countering terrorism. TNTD/ATU currently comprises 10 staff members.

TNTD/ATU is implementing extra-budgetary project entitled “Series of Table-Top Exercises in South Eastern Europe on Preventing and Countering the Use of the Internet for Terrorist Purposes” (Project no. 1102040).

Tasks and Responsibilities:

Under the overall guidance of Head and Deputy Head of the OSCE Transnational Threat Department’s Action against Terrorism Unit (TNTD/ATU), and direct supervision of the Programme Officer, the successful candidate will provide administrative support, and be responsible for travel arrangements according to the project plan. More specifically, the incumbent will be tasked with:

1. Assisting to Project Manager in co-ordinating and supporting the implementation of the planned activities under the ExB; arranging for and presenting on the ExB project and its’ activities during the meetings;
2. Monitoring the implementation of the project activities to ensure the deadlines are met, and informing the Project Manager on potential delays and issues;
3. Overseeing administrative and logistical aspects of the project including project expenditures, timelines, and reporting requirements, and proposing solutions where necessary;
4. Performing administrative tasks such as arrangements for meetings and other events, reservations, research for information and reference material; preparing requests/documents, e.g. requisitions, travel requests/authorizations, expenditure authorizations, visa applications; putting in place the necessary IT equipment and assisting in its operation;
5. Drafting and formatting routine correspondence both on administrative and substantive project matters based on the existing templates or practice such as terms of reference and background notes; proofreading documents and editing texts, taking meeting notes and drafting summaries; 
6. Initiating and following up on actions related to recruitment of consultants, training and study tours, purchase of equipment, payments, travel authorizations requests/claims and dealing with all related inquiries.
7. Maintaining paper and digital files and databases, updating and maintaining distribution lists, maintaining proper records of project-related activities and correspondence, and collecting relevant statistics;
8. Supporting the development and implementation of a social media plan, facilitating and co-ordinating its execution with the OSCE Secretariat’s Communication and Media Relations Section and programmatic contact points within all executive structures, to include drafting press releases and social media posts, managing accounts and guiding consultants in the development of materials for social media use, under the guidance of the Programme Officer;
9. Performing other 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;
• A minimum of four years of administrative experience in an international environment; a first-level university degree in a relevant field may be considered as a substitute for one year of working experience; a second-level university degree may be considered as a substitute for two years of working experience;
• Experience in working on projects related to media and information literacy, preventing and countering terrorism;
• Experience in assisting in the organization of meetings and/or workshops, including in hybrid, blended or online formats is an asset;
• Professional fluency in English with excellent communication (both oral and written) skills; knowledge of other OSCE 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 approximately EUR 4,043. OSCE salaries are exempt from taxation in Austria. Social benefits will include possibility of participation in the Cigna medical insurance scheme.

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), 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 the OSCE does not request payment at any stage of the application and review process.