Secretary

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Archived vacancy details

The following information is provided for archival purpose only.

Issued by: OSCE Secretariat
Vacancy number: VNSECG01520
Vacancy type: Local Contracted
Field of expertise: Secretarial Services
Grade: G4
Number of posts: 1
Duty station: Vienna
Date of issue: 27 February 2020
Deadline for application: 19 March 2020 - 23:59 Central European Time (CET/CEST)
Date of entry on duty: 1 July 2020

Background

		Please note that this post is a fixed-term maternity leave replacement for a period of one year. 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 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 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 Deputy Director for Operations Service (DD/CPC-OS), as Secretary, you will perform the following tasks: Providing secretarial support to DD/CPC-OS such as distributing documents, maintaining electronic and hard copy filing systems, scheduling meetings, receiving visitors and drafting correspondence; Supporting the organization of meetings and conferences, both internally and externally (distributing invitations, agendas, background materials, compiling lists of participants); Maintaining an overview of the common OS calendar in accordance with the section’s work plan; Preparing travel files and arranging flights, hotels, OTAs, travel claims and visas for staff members; monitoring the travel expenditure of the OS; Preparing visits of staff members to Mission areas, seminars and conferences, including researching background information from internal and external sources; assisting with the preparation of PowerPoint presentations; Maintaining the OS paper and electronic filing system and updating/improving as necessary; Taking meeting minutes and drafting notes, summaries and reports; Performing other related tasks 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 post-secondary education or training in the field of administration or management; A minimum of three years of relevant experience in an international environment; Outstanding co-ordination and organizational skills; Familiarity with the administrative aspects of work in an international organization, including knowledge of administrative and financial regulations, and basic knowledge of budgeting, and channels of communication; experience in OSCE administrative procedures, including knowledge of OSCE financial and administrative regulations an asset; Proven research skills; Accuracy in setting up and maintaining databases and filing systems; Professional fluency in English, including excellent oral and written communication skills; knowledge of other OSCE working languages is an asset; Ability to work in a deadline-driven environment and under time pressure; Computer literate, including the ability to operate Microsoft applications such as word processing, spreadsheets, PowerPoint and email; 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.

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.