Secretary

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Archived vacancy details

The following information is provided for archival purpose only.

Issued by: OSCE Secretariat
Vacancy number: VNSECG01369
Vacancy type: Local Contracted
Field of expertise: Secretarial Services
Grade: G4
Number of posts: 1
Duty station: Vienna
Date of issue: 3 August 2018
Deadline for application: 31 August 2018 - 23:59 Central European Time (CET/CEST)

Background

		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 and the Chairmanship; in leading work on all aspects of the conflict cycle, and 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 Policy Support Service (PSS) serves as the Organization's primary point of contact on all matters concerning field operations; it monitors the implementation of the mandates of the individual field operations and advises the Secretary General (SG) and the Chairmanship on related policy and operational issues. It also analyses early-warning signals regarding the situation in the field and recommends the implementation of relevant preventive or reactive action. Support provided to the SG and the Chairmanship includes background information, policy support and advice, input to speeches and travel files as well as drafting summary records. PSS facilitates the co-ordination of programmes and activities among field operations and with those of OSCE specialized units within the Secretariat and institutions and assists field operations with their input to the budget cycle process. PSS also provides support for the Chairperson-in-Office's representatives dealing with protracted conflicts and related formats. The PSS is composed of four regional desks covering Eastern Europe, South-Eastern Europe, the South Caucasus and Central Asia.

Tasks and Responsibilities

		Under the overall supervision of the Deputy Director for Policy Support Service (DD/CPC-PSS) and the direct supervision of the Planning and Co-ordination Officer, the incumbent will be responsible for providing administrative and secretarial support to the four regional desks in the Policy Support Service. More specifically, the Secretary will be responsible for: Providing administrative assistance to the Policy Support Officers and Assistants, including with travel and hotel arrangements, visa applications, official travel authorizations (OTAs) and travel claims, procurement requests, representation claims as well as file compilation; Checking all outgoing material submitted for format and accuracy of detail and distributing as appropriate; Maintaining and updating files, including the PSS registry and supporting online knowledge management tools; Scheduling bilateral meetings for visiting Heads of Mission (HoMs)/Deputy Heads of Mission (DHoMs) for two regional desks and assisting with the preparation of the Annual Meeting of Heads of Field Operations; keeping track of and submitting regular updates of absences of Heads of Field operations; Drafting standard correspondence on the basis of instructions received; Receiving visitors, placing telephone calls and responding to routine requests for information; Making appointments and arranging meetings including room reservations, distribution of agendas and background material as required; Maintaining an overview of PSS travel and representation expenditures; Obtaining background information for use by the supervisor in preparing reports, work plans and studies; Establishing and updating distribution and contact lists and updating leave charts; Performing other related duties as assigned, including replacing other support staff during absences. 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 secretarial training; At least three years of secretarial and clerical experience; Professional fluency in English, including related drafting skills; knowledge of other OSCE working languages, especially German would be an asset; Knowledge of OSCE administrative and financial regulations would be an asset; Outstanding co-ordination and organizational skills; Ability to work in a deadline-driven environment and under time pressure; Ability to work under minimal supervision; Ability to work in a team and establish and maintain effective working relationships with people of different national and cultural backgrounds whilst maintaining impartiality and objectivity; Ability to operate Windows applications including word processing, Excel and email.

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 3,276. 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.

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 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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You can not apply to this vacancy anymore.
Sorry, the application deadline for this vacancy has expired.