| Background |
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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 Office of the Secretary General (OSG) provides general services to the Secretary General (SG), the Chairperson in-Office, the participating States, and OSCE Executive Structures. It groups eight service- and policy-oriented offices (Executive Management, the Office of Legal Affairs, Conference and Language Services, Communication and Media Relations, External Co-operation, Gender Affairs, Security Management, and the Documentation Centre in Prague),. The OSG is led by a Director who also serves as the Head of the Executive Management Section.
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| Tasks and Responsibilities |
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The Senior Secretary is part of the Executive Management Front Office, consisting of three positions, which provides secretarial assistance and performs administrative duties, in support of the Executive Management staff, the Director of the Office of the Secretary General, and the Secretary General. The Executive Management Front Office functions as a team ensuring that the key functions are covered at all times. More specifically, the Senior Secretary will be responsible for:
- Assisting the Director of the Office of the Secretary General in maintaining his/her agenda, with the arrangement of appointments and events, with compiling the required background information in preparation of his/her meetings, and with drafting his/her correspondence;
- Screening incoming correspondence addressed to D/OSG, attaching background material to any important correspondence for D/OSG’s attention and forwarding mail to appropriate officers for further action, maintaining log books;
- Checking all outgoing correspondence/documents submitted for D/OSG`s signature or approval for format, completeness, style and procedural and grammatical accuracy, as well as ensuring dispatch in a timely and correct manner;
- Drafting memoranda, briefs and reports, and re-editing speeches;
- Making travel arrangements for the Executive Management Team; preparing travel authorizations and claims, and ensuring that visas and travel documents are up to date;
- Assuring a smooth paper flow; ensuring that follow-up action is taken on tasks assigned by D/OSG; receiving visitors; setting up VTCs and conference calls;
- Supporting D/OSG with the OSG travel and leave planning and approval processes;
- Maintaining and ensuring that the Executive Management filing system is kept up-to-date;
- Arranging internal meetings and advising participants of time, place, and subject matter; providing secretarial assistance, taking minutes of meetings, as required;
- Performing other related duties as required, such as ensuring that the secretarial functions of the Front Office are covered at all times, especially in absence of one or both of the Senior Secretaries.
For more detailed information on the structure and work of the OSCE Secretariat, please see http://www.osce.org/secretariat
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| Necessary Qualifications |
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- 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 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;
- Knowledge of computer applications e.g. word processing, database, graphics and spreadsheets;
- Familiarity with the work of the OSCE Secretariat, its functions and channels of communication, as well as the Organization’s administrative and financial regulations, administrative rules and procedures is an asset;
- Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;Ability to work in a team and establish working relationships with people of different national and cultural backgrounds.
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| Required competencies |
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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
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| Remuneration Package |
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Monthly remuneration, subject to social security deduction, is EUR 3,878 (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.
Appointments are made at step 1 of the applicable OSCE salary scale.
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| How To Apply |
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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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