Senior Secretary, RFOM

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Archived vacancy details

The following information is provided for archival purpose only.

Issued by: OSCE Representative on Freedom of the Media
Vacancy number: VNSECG01457
Vacancy type: Local Contracted
Field of expertise: Secretarial Services
Grade: G5
Number of posts: 1
Duty station: Vienna
Date of issue: 14 August 2019
Deadline for application: 11 September 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. Free expression and free media are basic human rights. To ensure compliance with media-freedom commitments agreed upon by participating States, the Office of the OSCE Representative on Freedom of the Media (RFoM) was established in December 1997. The function of the Representative is to observe relevant media developments in OSCE participating States with a view to providing early warning on violations of freedom of expression. The Representative concentrates on rapid response to serious non-compliance with OSCE principles and commitments by participating States. In case of serious problems caused, for instance, by obstruction of media activities and unfavourable working conditions for journalists, the Representative seeks direct contacts with the participating State and other parties involved, assesses the facts and contributes to the resolution of the issue. Another task is to assist participating States by advocating and promoting full compliance with OSCE principles and commitments regarding freedom of expression and free media. Assistance is typically provided in the form of legal analyses of legislation, organizing conferences and roundtables during which best practices are shared and promoted, preparing topical publications and guidebooks on media freedom matters and providing training seminars for media and government officials.

Tasks and Responsibilities

		Under the general supervision of the Head of Institution, the incumbent will deal with organizational and administrative aspects directly involving the Head of Institution (HoI), and provide high-level secretarial and administrative assistance to the HoI with: Maintaining the personal schedule of the Head of Institution, arranging appointments, receiving visitors, assisting with phone calls and answering queries with discretion; Participating in the organization and preparation of the staff meetings, taking minutes and/or notes, booking meeting and conference facilities; setting up conference rooms and providing background materials; Managing correspondence, documents and reports ensuring follow up, while maintaining confidentiality; Drafting administrative correspondence for the Head of Institution, such as acceptance/regrets for invitations, events etc. where political acumen and diplomatic etiquette is essential; Being responsible for process management of the paper flow of the Office of Head of Institution: collecting, booking in, copying, distributing, filing of documents, etc. Co-ordinating the secretarial services in the office, distributing special assignments to the Administrative Assistants to Head of Institution as well as taking appropriate action on incoming requests and correspondence; Keeping updated the lists of names, addresses and telephone numbers of Liaison Officers and Assistants in other OSCE units (secretariat, institutions, missions) and diplomatic Missions to the OSCE; Making travel arrangements for the Head of Institution for both private and official travel, including preparing Official Travel Request/ Authorizations and Leave Requests; when necessary liaising with the Administrative Assistants in the Department to ensure all administrative procedures are followed, dealing with requests for official representation for the Head of Institution; Compiling briefing materials for the Head of Institution for use on official trips or meetings, booking hotels/arranging accommodation, arranging official dinners/lunches and making all necessary bookings; If required, accompanying the Head of Institution on events abroad in order to provide administrative and logistical support; Performing other duties as personal assistant to the Head of Institution. For more detailed information on the structure and work of the OSCE Representative on Freedom of the Media, please see https://www.osce.org/representative-on-freedom-of-media

Necessary Qualifications

		Completed secondary education; post-secondary studies or training in secretarial and administrative duties; studies in International relations or media affairs would be an asset; Minimum of four years of relevant clerical, secretarial and administrative experience, preferably in an international working environment; Professional fluency in the English language; knowledge of other OSCE languages is an asset; Political sensitivity, tact and diplomacy; Computer literate with practical experience in Microsoft applications; 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 3,790 (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. 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/repost 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.