30 July 2018
- 23:59 Central European Time (CET/CEST)
Date of entry on duty
3 September 2018
Please note that this post will be for one year fixed-term and is vacant due to maternity leave of a staff member.
The Learning and Development Unit within the Talent Management Section of the Department of Human Resources at the OSCE Secretariat currently comprises of eight staff members and is responsible for the co-ordination and support of all staff learning and development activities throughout all Executive Structures of the OSCE.
Tasks and Responsibilities
Under the supervision of the Talent Management Officer, the incumbent will provide clerical support for projects and activities for the Unit. More specifically he/she will be tasked with:
Together, and with the guidance of, a more senior staff member, handling first-level and second-level help desk support for the performance management system;
Providing administrative support to the Unit by maintaining and regularly updating statistics, a calendar of training activities, and tracking leave and absences;
Administering, preparing and following-up on workshops delivered by internal or external facilitators: preparing workshop material, liaising with external trainers to organize their travel and logistics, and taking care of other administrative arrangements related to the workshop;
Organizing bi-monthly Coffee Briefings and other peer-to-peer learning activities at the Secretariat, liaising with potential and confirmed presenters, setting up the coffee area/other room, ensuring availability of equipment and snacks;
Raising travel authorizations for staff and assisting with flight and hotel bookings, obtaining visas and travel claims; ensuring that all travel-related documents are ready;
Raising Purchase Requisitions and receiving services in the Oracle system for the procurement of goods and services;
Dealing with correspondence and phone calls; researching necessary background material for inquiries; responding to inquiries regarding courses and programmes;
Managing all training assets (DVDs, videos, books, publications, magazines, electronic equipment, etc.) and keeping track of their borrowing and functionality;
Ensuring the availability of office (stationery, toner, paper, etc.) and training supplies (special paper, binders, brochures for certain programmes, etc.) and arranging for the timely procurement of materials needed;
Performing other related administrative duties as assigned.
A minimum of two years of secretarial and clerical experience;
Professional fluency in English both written and oral; knowledge of another OSCE working language would be an asset;
Computer literate with practical experience in Microsoft applications and basic knowledge of administrative procedures;
Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
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.
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
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
Monthly remuneration, subject to social security deduction, is EUR 2,740 (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 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.
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.
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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