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The Office of the Secretary General (OSG) plays a key role in supporting the Secretary General in the effective implementation of his/her mandate and specific tasks given to him/her by the OSCE participating States. This support primarily includes assisting the Secretary General in his activities, serving as a focal point for liaison and support to the Chairperson-in-Office, and co-ordinating tasks across the Secretariat. The OSG groups horizontal services such as Executive Management, Communication and Media Relations, Legal Services, External Co-operation, Security Management, Gender Affairs, Conference and Language Services, Central Records Management, and oversees the OSCE Documentation Centre in Prague. The OSG ensures effective co-ordination of policy advice provided to the Secretary General and the Chairmanship and management decisions taken by the Secretary General.
Legal Services develops and strengthens the overall legal and regulatory framework of the OSCE, advising on its status and implementation and responding to requests for legal advice OSCE-wide with respect to international public law, international civil service law, financial and contractual matters, as well as to legal issues related to the structure and activities of the OSCE and its function as an international organisation.
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Under the overall supervision of the Head of Legal Services (or the Legal Adviser or Legal Officers), the incumbent performs a wide range of administrative and paralegal support to Legal Services. More specifically, the successful candidate will be tasked with the following duties:
- Overseeing the Section’s workflow and weekly staff meetings in line with the established portfolio distribution, identifying and circulating relevant materials, ensuring proper task distribution and co-ordinating the workload based on absence plans, following-up on the progress of tasks, ensuring their timely conclusion and that deadlines are met;
- Liaising with other units and executive structures on any required follow-up activities;
- Co-ordinating, with minimal supervision, the full range of administrative functions in the Section, including: implementing solutions to administrative issues and pursuing administrative processes, preparing the Section’s contributions to the unified budget cycle documents, analysing and preparing statistical reports, co-ordinating and preparing draft documents for recruitment actions, maintaining the calendars; receiving visitors, arranging appointments;
- Co-ordinating or carrying out the quality control function for outgoing documents; preparing (in one or more official languages), draft correspondence, legal documents, manuscripts, reports, articles, speeches, tables, charts, spreadsheets, presentations, etc., which may involve the use of legal terminology; proofreading to ensure accuracy and adherence to the Organization's pertinent manual provisions; taking dictation and typing notes and reports from rough drafts and minutes; and, when needed, making unofficial translations from one or more official languages;
- Co-ordinating the organization and logistics of internal/external seminars, conferences, workshops; drafting and distributing agenda and supporting documents; assisting in preparation of presentations; drafting minutes of meetings and follow-up documents, etc.;
- Co-ordinating input to, and production of, the annual Legal Services publication The OSCE Legal Digest by liaising with authors, proofreading and editing and ensuring electronic and hard copy publication and distribution;
- Performing legal research, gathering and compiling background information for the preparation of legal opinions, agreements, reports, studies, presentations, etc.;
- Carrying out comparative analysis of the regulatory framework and practices applied by other international organizations in different administrative areas, including legal precedents of cases submitted before the administrative tribunals of other international organizations;
- Assisting Section staff with the process of drafting legal documents, reviewing submissions for completeness; summarizing comments received from other units in the Secretariat and other OSCE structures; identifying inconsistencies or other missing information;
- Preparing responses to requests for legal documents, general information on the legal status of the Organization, privileges and immunities, etc., for final review and approval by senior staff; and
- Acting as a liaison point on appeals for the Office of the Secretary General, the Chairmanship, Department of Human Resources, Appellants, Internal Review Boards and the Panel of Adjudicators on matters related to appeals, preparing relevant documentation, monitoring status and applicable deadlines and responding directly or referring requests as appropriate while ensuring the independence and confidentiality of the process.
For more detailed information on the structure and work of the OSCE Secretariat, please see http://www.osce.org/secretariat
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- Completed secondary education supplemented by formal studies/training in office management, administration and/or legal/paralegal matters;
- A minimum of four years of senior secretarial or administrative experience (involving co-ordination, protocol, research and office management), preferably in diplomatic missions, international organizations or in a law firm environment;
- Experience in research, paralegal work and conference servicing;
- Good organizational skills; attention to detail and ability to multi-task and work in a deadline driven environment;
- Ability to handle highly sensitive matters and maintain absolute confidentiality.
- Computer literacy with practical experience in Microsoft applications;
- Professional fluency in English with excellent communication, drafting, editing and reporting skills; knowledge of other OSCE working languages, particularly German would be highly desirable;
- Demonstrated gender awareness and sensitivity, and ability to integrate a gender perspective into tasks and activities; and
- Ability to establish and maintain effective working relationships with people of different national and cultural backgrounds, whilst remaining impartial and objective.
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Monthly remuneration, subject to social security deduction, is EUR 3,669 (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.
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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 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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