Administrative Assistant

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Archived vacancy details

The following information is provided for archival purpose only.

Issued by: OSCE Representative on Freedom of the Media
Vacancy number: VNSECG01319
Vacancy type: Local Contracted
Field of expertise: General Administration
Grade: G4
Number of posts: 1
Duty station: Vienna
Date of issue: 27 March 2018
Deadline for application: 17 April 2018 - 23:59 Central European Time (CET/CEST)

Background

		Please note that this position is extra-budgetary (ExB) funded and a contract will be issued until 14 December 2018 with the possibility of extension. The OSCE Representative on Freedom of the Media (RFoM) observes media developments in all 57 OSCE participating States. She/he provides early warning on violations of freedom of expression and promotes full compliance with OSCE press freedom commitments.

Tasks and Responsibilities

		The Office of the Representative works on a number of projects to improve the media landscape in the OSCE region. The Safety of Female Journalists Online project addresses the growing trend of female journalists' safety infringed by online abuse across the OSCE region and developing sustainable solutions that grant female journalists' access to the public debate through the free and safe use of New Media. The Annual South East Europe Media conference will provide an arena for the sharing of initiatives and best practices from the region on the issues of the Safety of Journalists and Media Ethics and serve as a platform to promote the work of the OSCE and create synergy with regional experts, networks and government authorities. Under the general supervision of the Media Freedom Project Officer, the Administrative Assistant provides secretarial and clerical support and assists in the overall administration of a number of Extra-Budgetary projects and provides organizational assistance to the Institution and to his/her supervisor by: Making arrangements relating to project-related travel, preparing official travel authorizations, making arrangements for travel, ordering tickets, reserving hotels and handling all correspondence arising from these arrangements, ensuring that visas, etc. are in order; Preparing claims for reimbursement of travel expenses and co-ordinating with the Account Section on the settlement of these claims; providing detailed explanatory notes on the deviations to original travel route as may be necessitated during the official trips; Co-ordinating with local partners, media organizations and OSCE missions on matters related to conference organization including choice of participants, organization of panels, selection of experts and logistics including catering and accommodation; Drafting correspondence in English and Bosnian/Croatian/Serbian languages for administrative matters on basis of own knowledge and in accordance with accepted practice; Providing administrative support for conferences and meetings, including attending meetings as required, compiling agendas, invitations, lists of participants, evaluation forms, background information and follow-up documentation, including compiling recommendations or concept notes; Acting as focal point for incoming project-related enquiries including e-mails and phone correspondence; replying to queries directly or directing to appropriate source, if necessary; Performing other duties as required. For more detailed information on the structure and work of the OSCE Representative on Freedom of the Media, please see http://www.osce.org/fom.

Necessary Qualifications

		Completed secondary education supplemented by formal studies in secretarial or administrative support; Minimum of three years of work experience in the areas of office assistance, project management, media affairs and/or public relations; Professional fluency in English, including excellent oral and written communication skills; knowledge of other OSCE working languages is an asset; Outstanding co-ordination and organizational skills; Ability to work in a deadline-driven environment and under time pressure; Ability to work under minimal supervision; Computer literate, including the ability to operate Microsoft applications such as word processing, spreadsheets, PowerPoint and email; Ability to work in a team and establish and maintain effective working relationships with people of different national and cultural backgrounds whilst 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. 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/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.