Mediation Support Assistant

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Archived vacancy details

The following information is provided for archival purpose only.

Issued by: OSCE Secretariat
Vacancy number: VNSECG01489
Vacancy type: Local Contracted
Field of expertise: General Administration
Grade: G5
Number of posts: 1
Duty station: Vienna
Date of issue: 27 November 2019
Deadline for application: 18 December 2019 - 23:59 Central European Time (CET/CEST)

Background

		Please note that this position is funded under an Extra-Budgetary (ExB) Project which runs until 31 December 2022. The OSCE has a comprehensive approach to security that encompasses politico-military, economic and environmental, and human aspects. It therefore addresses a wide range of security-related concerns, including arms control, confidence- and security-building measures, human rights, national minorities, democratization, policing strategies, counter-terrorism and economic and environmental activities. All 57 participating States enjoy equal status, and decisions are taken by consensus on a politically, but not legally binding basis. The OSCE Secretariat in Vienna assists the Chairmanship in its activities, and provides operational and administrative support to the field operations, and, as appropriate, to other institutions. The Conflict Prevention Centre (CPC) plays a key role in supporting and co-ordinating the OSCE's activities in the field, in providing analysis and policy advice to the Secretary General (SG) and the Chairmanship, in leading work on all aspects of the conflict cycle, and in supporting the various formats dealing with protracted conflicts. The CPC also serves as the focal point in the Secretariat for co-ordinating and developing the OSCE's role in the politico-military dimension. Within the CPC, the Operations Service (OS) covers a broad variety of tasks such as operational planning for the set-up, reorganization and closure of field operations, analysis related to early warning, conflict prevention, crisis management, conflict resolution and post-conflict rehabilitation, lessons learned and best practices, mediation support, operational liaison with other international organizations, and maintaining a 24/7 Situation/Communications Room. The Mediation Support Team within the Operations Service is the organization-wide focal point for mediation support. The OSCE Action Plan for the Promotion of Gender Equality is committed to further improving gender balance among staff in all areas and levels within the OSCE. Currently male staff in the above-mentioned field of expertise is underrepresented, and are therefore encouraged to apply for this opportunity.

Tasks and Responsibilities

		The Mediation Support Assistant serves as a prime management and co-ordination support assistant to the Extra-Budgetary (ExB) Project "Sustaining the OSCE Mediation-Support Capacity" in all project-related activities. As the incumbent of the job, you will assist the Mediation Support Officers in their provision of operational support and advice on mediation and dialogue facilitation processes. More specifically, you will perform the following tasks: Supporting the Mediation Support Officers in the planning, implementation and completion of the ExB project, as well as other mediation-related activities, when necessary; Assisting the Project Manager in financial and narrative reporting and in drafting ExB proposals, project progress reports and other project-related documents; Monitoring project implementation and expenditure, and as necessary, preparing budget forecasts, reallocating expenses between tasks, requesting pledge advances, and ensuring full pledge implementation prior to pledge expiration; Providing an overview of project-related activities to enhance the co-ordination of activities, budget forecasting and narrative reporting; Assisting in the production of mediation-related publications/operational guidance; Researching background information from internal and external sources and assisting with the preparation of presentations, as required; Acting as focal point for administrative and logistical issues for all project-related events and activities; organizing and supporting events and activities (including raising and following up on purchase requests for conference venues, hotels, and catering); liaising with participants and relevant internal and external counterparts; Preparing travel for staff, training participants, consultants and others as required, including arranging flights, visas and hotels; completing official travel authorizations and travel claims; Assisting in the hiring of consultants to support mediation trainings/coachings/workshops (including corresponding with consultants, drafting the terms of reference, monitoring the implementation of the ordered services, following up on the payment of the consultant fees, etc.); Preparing training material and compiling training evaluation summaries; Providing secretarial support such as taking minutes and drafting correspondence, notes, summaries and reports; maintaining filing systems; scheduling meetings; receiving visitors; supporting other CPC/OS colleagues, when necessary; Performing other duties as required. For more detailed information on the structure and work of the OSCE Secretariat, please see https://www.osce.org/secretariat

Necessary Qualifications

		Completed secondary education supplemented by formal studies or training in office administration, or project management; Minimum of four years of previous administrative or project management experience in an international environment; Outstanding co-ordination and organizational skills, including prior experience in organizing trainings, coachings and workshops, combined with strong attention to detail; Accuracy in setting up and maintaining databases and complex filing systems; Proven experience in procurement, contracting and budgeting; Proven experience in conducting research; Professional fluency in English, with excellent written and oral communication skills; working knowledge of another OSCE official language(s), particularly German, is an asset; Problem-solving capability, including bringing on creative solutions; Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities; Knowledge of OSCE administrative and financial regulations would be an asset; Knowledge of mediation processes and mediation support is a distinct asset; Computer literate with practical experience in Microsoft applications.

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 3,878 a month. OSCE salaries are exempt from taxation in Austria. Social benefits will include possibility of participation in the Cigna medical insurance scheme. Please note that 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/vacancies. The OSCE retains the discretion to re-advertise/re-post 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 those applicants who are selected to participate in the subsequent stages of recruitment 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.