2 August 2019
- 23:59 Central European Time (CET/CEST)
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, anddecisions 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 Office of the Secretary General (OSG) provides general services to the Secretary General (SG), the Chairpersonin- Office and the participating States. It groups service-oriented offices (Office of Legal Affairs, Conference and Language Services, the OSCE Documentation Centre in Prague), and policy-oriented offices (Communication and Media Relations, External Co-operation, Gender Affairs) as well as Security Management and Executive Management.The OSG also ensures effective co-ordination of policy advice provided to the Secretary General and the Chairmanship,and management decisions taken by the Secretary General. The OSG is led by a Director, who also serves as Chief of Staff and the Head of Executive Management.
Tasks and Responsibilities
The Senior Secretary will provide secretarial assistance and perform administrative duties, in close co-ordination with the other Senior Secretary and Senior Co-ordination Officer and in support of the Secretary General and Executive Management Team. More specifically, the Senior Secretary will be responsible for:
Screening incoming correspondence addressed to the SG and Executive Management Team, attaching background material to any important correspondence for the SG’s attention and forwarding mail to appropriate officers for further action;
Checking all outgoing correspondence/documents submitted for the SG`s signature or approval for format, completeness, style and procedural and grammatical accuracy, as well as ensuring dispatch in a timely and correct manner;
Maintaining the SG’s daily and long-term calendar and arranging appointments with high level officials and others;
Assisting in organizing social events hosted by the SG;
Making travel arrangements for the SG and the D/OSG; preparing travel authorizations and ensuring that visas and travel documents are up to date;
Supporting the Executive Management Team by arranging travel, co-ordinating technical support for the office, following up on administrative issues including travel claims, administration of leave of absence and other administrative assistance as necessary;
Assuring a smooth paper flow in the Office of the SG; ensuring that follow-up action is taken on tasks assigned by the SG to senior staff members; receiving visitors, placing and screening telephone calls for the SG and the D/OSG;
Compiling and maintaining leave/travel plans for the OSG staff;
Maintaining and ensuring that the OSG filing system is kept up-to-date;
Arranging external meetings, between the SG and/or D/OSG and high ranking officials of participating States, and internal meetings and advising participants of time, place, subject matter; providing secretarial assistance and taking minutes of meetings, as required;
Performing other related duties as required, such as ensuring that the secretarial functions of the Office of the SG are covered at all times.
Completed secondary education supplemented by secretarial training;
A minimum of four years of clerical, secretarial and administrative experience;
Professional fluency in English, including excellent drafting skills; knowledge of other OSCE working languages, especially German, is an asset;
Knowledge of the Organization’s administrative and financial regulations, administrative rules and procedures is an asset;
Strong organizational skills, ability to work with numbers and accuracy in keeping a filing and records system;
Customer-service oriented; ability to work in a confidential environment and maintain a high level of discretion;
Familiarity with the work of the OSG, its objectives and channels of communication is an asset;
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.
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
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
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.
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.
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