| Background |
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Please note that one of the three posts will be split into two posts on a part-time 50% basis, subject to approval in the 2018 Unified Budget.
Conference and Language Services (CLS), as part of the Office of the Secretary General (OSG), provides professional support to the decision-making bodies of the OSCE and the respective delegations on matters dealing with the organization of meetings, including interpretation and translation, documents control, editing and word processing services.
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| Tasks and Responsibilities |
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Under the overall supervision of the Head, Conference Services, and the direct supervision of the Protocol Assistant, the incumbent will distribute official documentation and other material, act as receptionist, assist in logistical preparations for major OSCE meetings at the Hofburg premises as well as outside Vienna and services conferences. More specifically, he/she will be tasked with:
- Ensuring the distribution of hardcopy documents between different offices of the OSCE Secretariat; co-ordinating the pick-up, transport and delivery of goods and material assets from external providers with the transportation unit;
- Being responsible for the delivery of legitimation cards from the Austrian Foreign Ministry and picking up bank statements and other correspondence;
- Arranging the weekly mail postings to various OSCE related bodies;
- Carrying out urgent purchases of stationery and supplies;
- Operating the Conference Services reception desk, receiving visitors, contacting the staff members concerned and providing general information;
- Assisting security staff when required;
- Granting/denying access to premises in co-ordination with security staff and Conference Services management;
- Verifying with the Communication and Media Relations Section and security staff on site, whether press members have the necessary accreditation to attend certain meetings in OSCE premises;
- Preparing meeting rooms for formal and informal meetings; ensuring availability of drinking water and stationary for participants; arranging for flags, name plates and informing technicians of requirements (sound system, microphones, electronic networks); ensuring timely availability of documents to participants and interpreters; instructing cleaning staff;
- At the request of delegates, performing secretarial functions such as receiving phone calls and fax messages; retrieving documents electronically and as a hard copy; monitoring events which impact functional areas and determining needs and requirements for meetings and communicating those to the Supervisor;
- Performing other related duties as assigned, including replacing colleagues during their absences.
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 one year of administrative/clerical experience;
- Professional fluency in English with good oral and written communication skills; knowledge of other OSCE working languages, in particular German;
- Excellent knowledge of computer applications and good typing skills;
- 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.
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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 2,369 (12 times a year) for the full time 100% working arrangment and EUR 1,185 (12 times a year) for the part time 50% working arrangmenet. 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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