Office Assistant

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Archived vacancy details

The following information is provided for archival purpose only.

Issued by: OSCE Secretariat
Vacancy number: VNSECG01436
Vacancy type: Local Contracted
Field of expertise: Administration and Support
Grade: G4
Number of posts: 1
Duty station: Vienna
Date of issue: 5 June 2019
Deadline for application: 1 July 2019 - 23:59 Central European Time (CET/CEST)

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, 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 Chairmanship in its activities, and provides operational and administrative support to the field operations, and, as appropriate, to other institutions. The Transnational Threats Department (TNTD), as part of the OSCE Secretariat in Vienna, Austria, plays a key role as the focal point of OSCE-wide programmatic activities aiming at countering transnational threats and ensuring co-ordination and coherence of action across all three OSCE dimensions, among all executive structures while respecting their mandates. The TNTD comprises the Co-ordination Cell (CC), the Strategic Police Matters Unit (SPMU), the Action against Terrorism Unit (ATU) and the Border Security and Management Unit (BSMU). The TNTD/ATU contributes to the implementation of the OSCE’s counter-terrorism commitments by providing support to the Chairmanship-in-Office, the Secretary General and the participating States on anti-terrorism matters and by enhancing co-ordination within the OSCE on counter-terrorism related issues. The Unit also assists participating States to implement their anti-terrorism commitments, as defined by relevant decisions, and acts on requests from participating States to assist in enhancing their capability to respond to current and emerging terrorist threats. TNTD/ATU supports the work of relevant UN bodies on counter-terrorism and enhances co-operation with external partners and other regional organizations in the fight against terrorism.

Tasks and Responsibilities

		Under the supervision of the Head of Unit and the direct guidance of the Deputy Head of Unit, the Office Assistant will support the Unit by providing administrative and secretarial services. Should you be selected for this post, you will perform the following duties: Assisting in making travel arrangements including booking flights and hotel arrangements, preparing visa applications, official travel authorizations (OTAs) and travel claims, advance payments, representation claims as well as compiling files; Arranging appointments, receiving visitors, placing and screening telephone calls and responding to routine requests for information; Receiving, screening and identifying incoming correspondence, attaching necessary background information and distributing as appropriate; Establishing, maintaining and updating office files and ensuring the availability of office supplies; updating distribution and contact lists and leave charts; Arranging for and/or attending meetings on day-to-day administrative matters, preparing agendas, distributing any background documentation and taking notes;Referring unusual software problems to the technical unit and ensuring that any hardware problems are immediately resolved; Drafting standard correspondence on the basis of instructions received; Typing a wide variety of material including memoranda, letters and standard e-mail correspondence; Performing other related tasks as assigned. For more detailed information on the structure and work of the Transnational Threats Department, please see: http://www.osce.org/secretariat.

Necessary Qualifications

		Completed secondary education supplemented by formal training or studies in secretarial or administrative matters; A minimum of three years of work experience in administrative or secretarial duties including travel arrangements; Demonstrated organization and planning skills; Professional fluency in English, including excellent written and oral communication skills; Knowledge of other OSCE languages would be an asset; Computer literate with practical experience in Microsoft applications; Ability to multi-task and adhere to tight deadlines; 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.

Required competencies

		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

Remuneration Package

		Monthly remuneration, subject to social security deduction, is EUR 3,276. 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. Please note that appointments are normally made at step 1 of the applicable OSCE salary scale.

How To Apply

		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/repost 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 applicants who are selected to participate in the subsequent stages of recruitment 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.