| Background |
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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 includes primarily 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. It 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 Prague Office. 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. The OSG is led by a Director who also functions as the Head of Executive Management.
Legal Services develops and strengthens the overall regulatory framework of the OSCE, advising on its 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.
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| Tasks and Responsibilities |
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Under the overall supervision of the Head of Legal Services, the Legal Assistant provides a wide range of general office support, central database management as well as other administrative and paralegal support to Legal Services. More specifically, the successful candidate will be tasked with the following duties:
- Conducting basic research on assigned issues using existing files and alternative sources (e.g. computer-assisted searches using the internet, intranet or other databases);
- Developing, establishing and maintaining a legal filing system and a legal “reference library”; registering the documents issued by the Legal Services Section in the DocIn application and maintaining the Intranet page of the Section;
- Creating, as necessary, and maintaining files in the central legal database; managing and registering individual task files; maintaining and updating the legal archives and ensuring that all related correspondence and other documentation are appropriately filed; identifying, and retrieving files/documents as required;
- Assisting the Legal Assistant (G5) in the copyediting and proofreading of the annual publication The OSCE Legal Digest;
- Performing administrative and general secretarial tasks including, but not limited to reviewing, recording, distributing and/or processing all correspondence and other documents;
- Addressing, or referring to the Head of Legal Services, Legal Adviser or Legal Officer(s), as appropriate, a variety of verbal and written inquiries from internal and external parties;
- Typing, scanning, reformatting and preparing draft correspondence, legal documents, manuscripts, reports, articles, speeches, tables, charts, spreadsheets, forms, graphs and presentations, some of which involving the use of legal terminology, for review by the Head of Legal Services and/or Legal Adviser/Legal Officer(s);
- Organizing appointments and/or meetings; attending meetings and drafting minutes; maintaining calendars and receiving visitors, under the leadership of the Legal Assistant (G5);
- Performing other related duties, such as providing back up support to the Legal Assistant (G5), when required.
For more detailed information on the structure and work of the Office of the Secretary General, please see: http://www.osce.org/secretariat
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| Necessary Qualifications |
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- Completed secondary education, supplemented by formal studies/training in office management, administration and/or legal/paralegal matters;
- A minimum of three years of secretarial, administrative, clerical or office management experience, preferably in diplomatic missions, international organizations or in a law firm environment;
- Demonstrated co-ordination and organizational skills;
- Strong attention to detail;
- Accuracy in setting up and maintaining databases and filing systems;
- Professional fluency in English, including excellent oral and written communication skills; working knowledge of other OSCE languages, especially German, is desirable;
- Computer literate with practical experience using Microsoft applications;
- Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
- Ability and willingness to work as a member of team, with people of different cultural, and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity.
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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 3,276 (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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| 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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