Executive Assistant (G5)

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, combating human trafficking, national minorities, democratization, policing strategies, counter-terrorism and economic and environmental activities.

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 Department of Human Resources within the OSCE Secretariat is responsible for planning, execution and control of human resources management programmes at the OSCE. It provides the full range of HR support and management services to OSCE. The Direction and Management unit is the central management and co-ordination body for the Department of Human Resources.

Tasks and Responsibilities:

Under the overall supervision of the Director for Human Resources (D/DHR), and as part of the Direction and Management team, the successful candidate will be tasked with the following duties:

1. Drafting correspondence between the Direction and Management (DM) Unit of the Department of Human Resources (DHR), Secretariat staff, heads of missions, HR Community and various internal and external stakeholders; receiving, screening, recording and identifying the subject matter of incoming mail for the attention of D/DHR; attaching background material, passing important correspondence to D/DHR and directing mail not requiring their attention to the appropriate Section/Unit/officer; reviewing incoming documents and administrative issuances intended for D/DHR, drawing their attention to items of particular interest and distributing copies to staff members within DHR; making appointments and maintaining the calendar for D/DHR; ensuring co-ordinated absences of HR management in the calendar; handling the Notilus travel system, purchasing tickets, prepares Official Travel Authorizations (OTAs) and following up on their approval and closure for D/DHR and Deputy Director for Human Resources (DD/DHR);
2. Supporting the administration of DM Unit; supporting HR Co-ordination Officer in compiling information for various strategic and expenditure reports; drafting minutes, correspondence and putting it into adequate style, language and format, ensuring accuracy and protocol compliance; helping to arrange meetings and business critical internal/external events, invitations, participants’ lists, booking of venues, drafting of agendas, travel arrangements; maintaining communication resources for DHR;
3. Maintaining office records, references and information and compiling background material required for the preparation of papers, briefing notes, correspondence and meetings;
4. Resolving incoming inquiries with the appropriate level of attention and discretion, referring to subject matter experts and/or taking suitable actions, exercising relevant judgment on behalf of D/DHR and DD/DHR; corresponding with courtesy and professionalism on behalf of D/DHR and DD/DHR;
5. Supporting the organization of the HR Community webinars and HR Roundtable; organizing DHR Social Events, DHR management meetings and DM Unit meetings including drafting actions points;
6. Acting as administration focal point for the Department and as focal point for the Ministry of Foreign Affairs (MFA) in Austria on OSCE staff related Notes Verbales (e.g. travel, visa, safety regime), disseminating the information accordingly to all staff and managers; ensuring response of D/DHR as Chief of Fund Administration;
7. Performing other related tasks as required.

For more detailed information on the structure and work of the OSCE Secretariat, please see: http://www.osce.org/ secretariat

Necessary Qualifications:

• Completed secondary education, as well as specialized training in in office administration or human resource management;
• A minimum of four years of working experience in office support, protocol or human resource administration functions. For this vacant General Service position, a first-level university degree in a relevant field may be considered as a substitute for one year of working experience, an advanced university degree for two years working experience;
• Thorough understanding of office procedures and practices, preferably within an international organization or in a multicultural environment;
• Experience in providing support to managerial/professional staff and using administrative skills to assist in the execution of programme development and implementation of work;
• Strong organizational skills and strong attention to details and quality;
• Maintain an outstanding work ethic and an enthusiastic approach to getting the job done;
• Strong problem-solving skills enabling proactive action to support smooth functioning of the office;
• Professional fluency in English with excellent communication (both oral and written) skills;
• Excellent written and verbal communication skills; possess the aptitude to use discretion with confidential information;
• Solid interpersonal skills; ability to work cross-culturally with internal and external clients;
• 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;
• Computer literate with practical experience using Microsoft applications (Outlook, Word, Excel), internet, spreadsheets, and databases. Experience with an ERP software is an asset.

Remuneration Package:

Monthly remuneration, subject to social security deduction, is EUR 4,400 (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.

If you wish to apply for this position, please use the OSCE's online application link found under https://vacancies.osce.org/.

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 candidates 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 https://www.osce.org/participating-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.

Candidates should be aware that OSCE officials shall conduct themselves at all times in a manner befitting the status of an international civil servant. This includes avoiding any action which may adversely reflect on the integrity, independence and impartiality of their position and function as officials of the OSCE. The OSCE is committed to applying the highest ethical standards in carrying out its mandate. For more information on the values set out in OSCE Competency Model, please see https://jobs.osce.org/resources/document/our-competency-model.

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.

The mandatory retirement age at the OSCE is 65 years for contracted positions at the general service, professional and director level. The Organization shall apply an age limit of 63 years at the time of appointment as the incumbent selected is normally expected to carry out the contractual obligation of two years.

Additional Information

• Issued by: OSCE Secretariat
• Requisition ID: SEC000342
• Contract Type: Local Contracted
• Grade: G5
• Job Level: General Services
• Job Type: Contracted
• Number of posts: 1
• Location: SEC - OSCE Secretariat, Vienna
• Issue Date: Oct 25, 2023
• Closing Date: Nov 15, 2023
• Employee Status: Fixed Term
• Schedule: Full-time
• Education Level: High School Diploma / (GED)
• Job Field: Administration & Support
• Job Field: Administration & Support
• Target Start Date: As soon as possible