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Administrative Assistant*

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Archived vacancy details

The following information is provided for archival purpose only.

Issued by: OSCE Secretariat
Vacancy number: VNSECG01273
Vacancy type: Local Contracted
Field of expertise: General Administration
Grade: G4
Number of posts: 1
Duty station: Vienna
Date of issue: 9 August 2017
Deadline for application: 7 September 2017 - 23:59 Central European Time (CET/CEST)

Background

		*Please note that the grade of this post is subject to 2018 budget approval. 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

		Under the overall leadership of the Special Representative and the direct supervision of the Senior Co-ordination Adviser, in co-ordination with the Executive Programme Officer, the incumbent will provide secretarial and administrative support in relation to managerial activities, including personnel, budgetary and financial matters, logistical aspects of conference/meetings planning and co-ordination. More specifically the incumbent will perform the following duties: Assisting with appointment scheduling for the Special Representative (SR) and other office staff; Contributing to the preparation and organization of OSR CTHB conferences/events/meetings, including assisting with travel logistics, visa support, accommodation and allowances; Assisting with the timely dispatch of invitations, registration of attendees, lists for Conference Services and for circulation internally and externally; Liaising with Conference Services regarding availability of meeting rooms, necessary technical support, name plates/IDs and materials for distribution; Providing office staff with cost estimates for activities such as meetings, events, etc., to be organized, travel to be undertaken or goods and services to be procured, confirming with the Senior Co-ordination Adviser the availability of funds to meet such expenditure; Assisting the senior secretary with duty travel arrangements and reimbursement claims for office staff to ensure prompt processing; providing administrative support for the OSR’s calendar of events, alerting office staff to updated schedules, as well as potential conflicts; Supporting the reporting of tasks/activities essential to de-brief or take stock of office’s activities and follow-up on meetings, events, conferences, when necessary; Performing a variety of tasks to support the preparation, monitoring and control of the budget; assisting in the preparation of draft budget plan submissions based on narratives established by the responsible office staff and internal guidelines established; Supporting the SR with compiling budget performance reports by maintaining accurate and up-to-date records of expenditures; Assisting with administrative implementation of Special Service Agreements (SSA) and assisting hired consultants with the completion of SSA-related duty travel expense claims; Providing assistance to new personnel of the OSR and assisting to set up ICT equipment as necessary; Following the inputs provided by the office staff, finalizing correspondence for the Special Representative’s signature; Performing other related duties as required such as sharing the workload with the senior secretary during peak periods and replacing her/him during absences. For more detailed information on the structure and work of the Office of the Special Representative and Co-ordinator for Combating Trafficking in Human Beings (OSR CTHB), please see: http://www.osce.org/secretariat

Necessary Qualifications

		Completed secondary education supplemented by relevant linguistic and administrative/secretarial training; A minimum of three years of relevant professional experience, ideally gained within international organizations or a multicultural environment; Relevant knowledge of applicable administrative procedures and processes would be an asset; Professional fluency in English with good oral and written communication skills, knowledge of other OSCE working languages, in particular Russian would be an asset; Computer literate with practical experience in Microsoft applications; Accuracy and attention to detail; Strong administrative and organizational skills; 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.

Remuneration Package

		Monthly remuneration, subject to social security deduction, is EUR 3,172 (12 times a year). 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.

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. 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. Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/states Only shortlisted applicants will be contacted. 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.

Alert

You can not apply to this vacancy anymore.
Sorry, the application deadline for this vacancy has expired.