Project Assistant (G4)

Background:

This is an extra-budgetary post with a duration until 31 December 2024, with a possibility of an extension, pending the availability of further funding.

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 Chairpersonship in its activities, and provides operational and administrative support to the field operations, and, as appropriate, to other institutions.

The Transnational Threats Department (TNTD), as part of the OSCE Secretariat in Vienna, Austria, plays a key role as the focal point of OSCE-wide programmatic activities aiming at countering transnational threats and ensuring co-ordination and coherence of action across all three OSCE dimensions, among all executive structures while respecting their mandates.

The TNTD comprises the Co-ordination Cell (CC), the Strategic Police Matters Unit (SPMU), the Action against Terrorism Unit (ATU) and the Border Security and Management Unit (BSMU).

The Transnational Threats Department/Border Security and Management Unit (TNTD/BSMU) at the OSCE Secretariat responds to requests from participating States for specific expert advice and assistance on a wide range of border security and management issues and activities.

Tasks and Responsibilities:

Under the overall supervision of the Border Adviser, the successful candidate will be tasked with the following duties:

1. Screening incoming correspondence and drafting reply for supervisor’s signature on non-technical aspects; providing relevant background/project information whenever necessary to supervisor(s); keeping track of pending matters, following up with other offices on deadlines;
2. Screening phone calls and visitors; responding to moderately complex information requests and inquiries as necessary, as well as referring queries to appropriate personnel for handling;
3. Drafting routine correspondence (both on administrative and substantive project matters) based on the existing patterns, templates or practice, such as terms of reference and background notes; putting them into adequate style, language and format; proofreading documents and editing texts for accuracy, grammar, punctuation and style in accordance with standard practices;
4. Consulting to clarify the application of relevant policies and procedures; retrieving information on administrative matters and the project from the SAP modules which have been designed to support results-based management;
5. Using ERP system, initiating and following up on actions related to recruitment of consultants, training and study tours, purchase of equipment, payments, travel authorizations requests/claims and dealing with all related inquiries;
6. Performing administrative tasks such as arrangements for meetings and other events, reservations, research for information and reference material; preparing requests/documents, e.g. requisitions, travel requests/authorizations, expenditure authorizations, visa applications; putting in place the necessary IT equipment and assisting in its operation, etc.;
7. Maintaining an up-to-date filing system (both paper and electronic) and databases related to work;
8. Performing other related duties as required.

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

Necessary Qualifications:

• Completed secondary education;
• Training in office administration, protocol, records management or similar is an asset;
• A minimum of three years of working experience in office administration;
• Thorough understanding of office procedures and practices, preferably in a multicultural environment;
• Experience in project administration, providing support using administrative skills to assist in the execution of project development and implementation;
• Professional fluency in English with excellent communication (both oral and written) skills; working knowledge of Russian and/or Ukrainian is an asset;
• 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. Experience with an ERP software is an asset.

Remuneration Package:

Monthly remuneration is approximately EUR 3,800 depending on post adjustment and family status. 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. Other allowances and benefits are similar to those offered under the United Nations Common System.

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: SEC000362
• Contract Type: Local Contracted
• Grade: G4
• Job Level: General Services
• Job Type: Contracted
• Number of posts: 1
• Location: SEC - OSCE Secretariat, Vienna
• Issue Date: Dec 4, 2023
• Closing Date: Jan 3, 2024
• 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