Meetings Assistant*

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Archived vacancy details

The following information is provided for archival purpose only.

Issued by: OSCE Secretariat
Vacancy number: VNSECG01629
Vacancy type: Local Contracted
Field of expertise: Translators, Interpreters, Conference Services
Grade: G4
Number of posts: 1
Duty station: Vienna
Date of issue: 8 April 2021
Deadline for application: 6 May 2021 - 23:59 Central European Time (CET/CEST)

Background

		*Please note that this position is a new position, appointment is subject to further approval of the Unified Budget 2021. 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, combating human trafficking, 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 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/her 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, Communications and Media Relations, Legal Services, External Co-operation, Security Management, Gender Issues, Conference and Language Services, Central Records Management, and oversees the OSCE Documentation Centre in Prague (DCiP). 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. Conference and Language Services, as part of the 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.

Tasks and Responsibilities

		As an incumbent of this post, you will be working along with three Senior Meetings Assistants (SMA) under the overall supervision of the Head of Conference Services and direct supervision of the Conference Officer (CO/MAU). More specifically, you will be performing the following tasks: Taking minutes at and writing summaries of meetings; Assisting the Chairperson of various meetings with administrative activities related to the organization of meetings including keeping the list of speakers during sessions, providing information on standard OSCE meeting procedures and developing schedules; Compiling and drafting materials related to meetings, such as agendas and journals, including formulating titles for issues discussed under agenda items "Current issues" and "Any other business"; Co-ordinating the editing of statements, reports and other documents to be attached to journals of meetings, in close contact with the Language Services and respective delegations; Maintaining a documentation log of decisions, journals, agendas and other documents and computerized reference list of OSCE documents; Performing other related tasks as assigned. 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; A minimum of three years of directly relevant professional experience, preferably in an international environment; Understanding and knowledge of international relations; understanding of international security issues is an asset; Professional fluency in English with excellent written and spoken communication skills, including excellent capability in drafting, reporting and editing; knowledge of another OSCE working language is an asset; Ability to work with minimum supervision; Computer literate with practical experience with Microsoft applications; Demonstrated gender awareness and sensitivity, and ability to integrate a gender perspective into tasks and activities; Proven interpersonal skills and ability to establish and maintain effective and constructive working relationships with people of different national and cultural backgrounds while maintaining impartiality and objectivity.

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 deductions, is EUR 3,416 per month. 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. 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 candidates 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 https://www.osce.org/participating-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. Candidates should be aware that OSCE officials shall conduct themselves at all times in a manner befitting the status of an international civil servant. This includes avoiding any action, which may adversely reflect on the integrity, independence and impartiality of their position and function as officials of the OSCE. The OSCE is committed to applying the highest ethical standards in carrying out its mandate. For more information on the values set out in OSCE Competency Model, please see https://jobs.osce.org/resources/document/ourcompetency-model. 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.