Office Assistant

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Archived vacancy details

The following information is provided for archival purpose only.

Issued by: OSCE Secretariat
Vacancy number: VNSECG01511
Vacancy type: Local Contracted
Field of expertise: General Administration
Grade: G4
Number of posts: 1
Duty station: Vienna
Date of issue: 4 February 2020
Deadline for application: 2 March 2020 - 23:59 Central European Time (CET/CEST)
Date of entry on duty: 12 May 2020

Background

		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 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. The Forum for Security Co-operation (FSC) is the main OSCE body dealing with the politico-military aspects of security and provides a forum for political dialogue for OSCE participating States. The FSC Support section within the Conflict Prevention Centre at the OSCE Secretariat supports the work of the FSC by providing technical support and expertise. In this respect, the Section acts as a focal point and prepares reports and overviews on military information exchanged by participating States. The Section also fosters implementation of Confidence and Security-building Measures (CSBMs) and develops assistance projects with regard to Small Arms and Light Weapons (SALW) and Conventional Ammunition.

Tasks and Responsibilities

		Under supervision of the Senior FSC Support Officer, as Office Assistant you will provide support on administrative, logistical, procurement and budgetary tasks within the whole scope of the implementation activities of the FSC Support Section. You will also provide administrative support to the FSC Chairmanship, when needed. More specifically, as Office Assistant, you will be responsible for the following: Assisting the Project Managers in the FSC Support Section in the planning, implementation and completion of FSC projects; Assisting in drafting project proposals and concept papers of planned projects on CSBMs, SALW/Stockpiles of Conventional Ammunition (SCA), Code of Conduct and Non-proliferation for review of Project Managers and the Senior FSC Support Officer; Collecting information on budgetary requirements for the field activities such as travel of experts and staff, venue, interpretation, etc.; Maintaining files (both paper and electronic) of working documents, background material and correspondence with relevant authorities, international organizations and donor countries pertaining to related activities; Drafting internal correspondence, requests, minutes of meetings and notes to file; Preparing administrative documentation for travel of the FSC Support Section staff members including reimbursement documents, representation files and visa support documents; Assisting in preparing and organizing the FSC public relations activities for the OSCE Ministerial Councils, Biannual Meetings of States and other relevant events; coordinating the logistical aspects of the seminars, workshops, roundtables; Maintaining photo and video material on assistance projects and co-ordinating with the Communication and Media Relations Section web-team the update of the FSC web-section and providing information on the latest activities of the Forum for Security Co-operation and the FSC Support Section if requested by supervisor; Managing leave requests, keeping leave schedules, travel schedules and maintaining supervisor's calendar including the scheduling of appointments; Assisting in co-ordinating the approval of documentation for circulation among OSCE participating States and partners for co-operation, circulation of trip reports and interoffice memorandums; 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 in the field of defence and security and/or international relations; Minimum three years of relevant administrative or clerical experience; preferably in international environment; Experience in setting up and maintaining extensive databases and complex filing systems; Organizational and planning skills; Accuracy and attention to detail; Professional fluency in English with excellent written and oral communication skills; basic knowledge of other languages spoken in Central Asia and South Eastern Europe would be a distinct asset; Russian skills is an important asset; Ability to operate Windows applications, including word processing, spreadsheets, PowerPoint, databases, and email; 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.

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 3,352 (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. 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.