Administrative Assistant

Alert

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

Check the list of current vacancies

Our field operations, institutions and units are constantly looking for talented profiles.

See our current vacancies
OSCE job notifications

Subscribe to our vacancy alerts and get notifications in your email box.

Subscribe to job notifications
Learn more about our work

From fixed term contracts to internships and a Junior Professional Officer programme, find out what fits you best.
More information

Archived vacancy details

The following information is provided for archival purpose only.

Issued by: OSCE Secretariat
Vacancy number: VNSECG01302
Vacancy type: Local Contracted
Grade: G4
Number of posts: 1
Duty station: Vienna
Date of issue: 25 January 2018
Deadline for application: 16 February 2018 - 23:59 Central European Time (CET/CEST)

Background

		Please note that this post is extra-budgetary (ExB) funded. Due to limited administrative support capacity, the project will hire a fixed-term Project Assistant (G4) to be located in Vienna. The project assistant will hired initially for 11 months, starting not later than 02/04/2018. Within the Italian Chairmanship structure, the Liaison Office acts as the focal point for both the Secretariat and the Chairmanship for all issues related to their mutual relations. The Office, currently consisting of 2 units, assists the Secretary General and his office in liaising with the Chairmanship on all programmatic and operational issues. The Italian Chairmanship is implementing the extra-budgetary project No. 1101803 “Troika Fund”. The Troika Fund is instrumental to support the OSCE Troika and the OSCE Chairmanships in implementing their mandate in providing political leadership and strategic vision to the OSCE and to provide the Chairmanship with the necessary resources for the representation of the OSCE, for addressing the challenges the organization is mandated to deal with, for furthering political dialogue and building confidence throughout the OSCE and engaging with participating States and executive structures.

Tasks and Responsibilities

		Under overall guidance and supervision of the Project Manager and Liaison Officer for the Italian Chairmanship the incumbent is responsible for providing administrative assistance to the Project Manager in dealing with the management of the newly established Troika Fund. Tasks and responsibilities of the administrative assistant will include: Taking charge of all travel arrangements such as providing assistance to the Chairman in Office (CiO) Special Representatives and other Chairmanship’s officials/advisors in relation to their travel plans, preparing Official Travel Authorisation (OTA), for appropriate signatures, and processing them through the OSCE General Service Unit; Ensuring proper flight bookings and hotel reservations are made in compliance with OSCE travel rules and regulations, submitting claims for reimbursement, and identifying the need to obtain visas for staff members and short-term consultants/experts making the necessary arrangements with the OSCE General Service Unit; Being responsible for all contacts with the General Service Section for Travel and General Support and accounting in relation to travel; Ensuring that payment of daily subsistence allowance is made by the treasury in a timely manner; Performing a variety of administrative tasks related to the management of the Troika Fund (ExB project 1101803), such as assisting the Project Manager in dealing with procurement-related issues and processing the invoices related to expenditures carried out within the Troika Fund; Assisting the Project Manager in keeping daily contacts with DMF offices dealing with the management of the Troika Fund and preparing quarterly reports on the financial management of the Troika Fund to be presented to the Main Fund Manager; Performing special assistance to Project Manager and the Chairmanship team while working closely with the Project Manager with his/her daily clerical needs including preparing files and keeping documents connected with the Troika Fund; Performing other duties as required.

Necessary Qualifications

		Completed secondary education supplemented by formal studies or training in secretarial or administrative matters; A minimum of 3 years of work experience in administrative or secretarial duties including travel; Knowledge of OSCE procurement and financial procedures; Organizational skills and computer literacy with practical experience with Microsoft applications; Excellent written and oral communication skills in English; knowledge of other OSCE languages would be an asset; Good drafting and reporting skills; Ability to work under time pressure and within tight deadlines; Discretion and experience of working in a multilateral environment; Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities; Ability to establish and maintain effective and constructive working relationships with people of different national and cultural backgrounds. For more detailed information on the structure and work of the OSCE Chairmanship, please see: http://www.osce.org/chairmanship

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. 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.