Secretary

Alert

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

Check the list of current vacancies

Our field operations, institutions and units are constantly looking for talented profiles.

See our current vacancies
OSCE job notifications

Subscribe to our vacancy alerts and get notifications in your email box.

Subscribe to job notifications
Learn more about our work

From fixed term contracts to internships and a Junior Professional Officer programme, find out what fits you best.
More information

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: 30 September 2019
Deadline for application: 28 October 2019 - 23:59 Central European Time (CET/CEST)

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, 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 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 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. 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

		Under the overall supervision of the Deputy Director for Policy Support (DD/CPC-PSS) and the direct supervision of the Planning and Co-ordination Officer, the incumbent performs the following functions: Providing administrative assistance to the DD/CPC-PSS, including with travel, hotel arrangements, visa applications, conference registrations forms and other travel related documents; Making appointments and maintaining the calendar for the DD/CPC-PSS; Receiving visitors, placing and screening telephone calls and responding to routine and non-technical requests for information; Receiving, screening, recording and identifying the subject matter of incoming correspondence; drawing the supervisor’s attention to urgent and important items; distributing correspondence to the appropriate officer(s); drafting standard correspondence on the basis of instructions received and/or on the basis of own knowledge of the work; Arranging informal meetings including reserving meeting rooms and sending out agendas and background material for meetings; Scheduling bilateral meetings for visiting Heads of Missions (HoMs)/Deputy Heads of Missions (DHoMs) and maintaining a chart on the leave and duty travel of HoMs whilst informing OSG and the Chairmanship on a biweekly basis; Maintaining filing system and distributing reports, internal office memorandums and other written material; checking all in/outgoing material submitted, for format and accuracy of detail; Generating and maintaining charts and graphs for PSS which provide an overview of PSS leave records, travel expenditures, representation expenditure, newspaper/journals/book charges and on any other PSS centrally related information in co-ordination with the PSS Secretary; Acting as main replacement for the Senior Secretary and for the PSS Secretary during absences; 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 secretarial training or equivalent experience; Three years of secretarial and clerical experience, preferably in an international environment; Strong attention to detail and the ability to work in a high-pressure environment; Professional fluency in the English language, both oral and written; knowledge of another OSCE official language, especially German would be an asset. Knowledge of the Organization’s administrative and financial regulations is an asset; Knowledge of computer applications (Word, PowerPoint, Excel, Outlook) is essential; Ability to co-operate effectively with people of different national and cultural backgrounds is essential; Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.

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 is approximately EUR 3,352 depending on post adjustment and family status. 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. Other allowances and benefits are similar to those offered under the United Nations Common System. 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.

Alert

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