| Background |
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Please note that this is assignment is in connection with approved part-time working arrangements of a staff member and will be on fixed term part-time for one year.
The Records Management Unit (RMU), as part of the Office of the Secretary General (OSG), currently comprises four staff members who are responsible for registering official correspondence, overseeing the systematic transfer and destruction of records, handling reference requests, and developing record-keeping tools and resources. RMU also provides advisory services on record-keeping to all OSCE executive structures and actively promotes best practices in records management.
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| Tasks and Responsibilities |
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Under the direct supervision of the Chief, Records Management, the incumbent will register incoming documentation, analyze and appraise records, monitor the Electronic Document and Record Management System of the Secretariat, assist with the management of paper and electronic records and provide records management support for the OSCE Secretariat, Institutions and field operations. He/she will perform the following duties:
- Providing central registry services for the OSCE Secretariat, including correspondence distribution and follow-up; managing the OSCE Postmaster (official e-mail address);
- Receiving, reviewing and proof reading as well as processing all incoming and outgoing official communications;
- Classifying and assigning the established code for future retrieval and reference and determining the internal distribution based on document contents;
- Entering subject matter summaries and other relevant data of communications into the registry database;
- Maintaining and updating the central filing system and facilitating the transfers of paper records;
- Managing the Electronic Document and Record Management System, uploading, and transferring electronic records;
- Researching and retrieving electronic and paper records from internal and external sources;
- Providing direct support regarding general administration and document management; responding to inquiries and requests; searching for information and documents as specified by staff from the Secretariat, Institutions, field operations and delegations;
- Reviewing contents of files prior to records transfers or disposition actions in accordance with the retention and disposition policy;
- Advising on file retention or transfer to the Documentation Centre in Prague for the Secretariat, Institutions and field operations;
- Providing secure destruction of material;
- Performing other duties as assigned.
For more detailed information on the structure and work of the OSCE Secretariat, please see http://www.osce.org/secretariat
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| Necessary Qualifications |
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- Completed secondary education;
- A minimum of three years of administrative/clerical experience, preferably in records management or archives or comparable work in an international organization;
- In-depth knowledge of electronic document and records management systems;
- Excellent knowledge of English (oral and written), including communication skills; knowledge of other OSCE working languages would be an asset;
- Knowledge of computer applications such as word processing and spreadsheets;
- Accuracy and attention to detail in the review, classification, structuring and distribution of incoming correspondence;
- Tact and discretion in dealing with information requests from internal and external parties;
- Demonstrated gender awareness and sensitivity, and ability to integrate a gender perspective into tasks and activities;
- Ability to work in a team and to establish and maintain effective working relationships with people of different national and cultural backgrounds.
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| Required competencies |
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Core values
- Commitment: Actively contributes to achieving organizational goals
- Diversity: Respects others and values their diverse perspectives and contributions
- Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles
- Accountability: Takes responsibility for own action and delegated work
Core competencies
- Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization
- Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment
- Planning: Works towards the achievement of goals in a structured and measured manner
- Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions
- Initiative-taking: Proposes and initiates new ideas, activities and projects
- Flexibility: Responds positively and effectively to changing circumstances
Managerial competencies (for positions with managerial responsibilities)
- Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment
- Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them
- Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities
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| Remuneration Package |
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Monthly remuneration, subject to social security deduction, is EUR 1,608 per month. 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 made at step 1 of the applicable OSCE salary scale.
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| How To Apply |
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If you wish to apply for this position, please use the OSCE's online application link found under https://jobs.osce.org/vacancies.
The OSCE retains the discretion to re-advertise 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 shortlisted applicants will be contacted.
Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/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.
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.
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