Project Assistant (G4)

Background:

This is an extra-budgetary position with the duration from 30 March until 30 November 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, combating human trafficking, 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 of the OSCE Secretariat ensures better co-ordination, strengthened coherence and more efficient use of OSCE resources to address transnational threats to security in the areas of countering terrorism, enhancing Border Security and Management, policing matters as well as enhancing cyber/ICT security. The Strategic Police Matters Unit (SPMU) at the Secretariat responds to requests from participating States for specific expert advice on policing and police-related activities. Good policing has played a vital role in preventing conflict (particularly secondary conflicts), in preserving social stability during political crises, as well as in supporting the rehabilitation period following the end of conflict. Equally apparent is that without effective law enforcement and genuine respect for the rule of law and the institutions responsible for upholding it, there can be little likelihood of social, political or economic stability.

Under the direct supervision of the Project Manager (TNTD/SPMU Criminal Justice Adviser) the incumbent will provide administrative assistance within project no. 1102342: “Enhancing Youth Crime and Drug use Prevention through Education on Legality and Awareness Campaigns addressing Threats of Organized Crime and Corruption”. He/she will make logistical arrangements, assists with procurement matters and with monitoring spending under the project, will follow up for a timely and accurate payment of expenditures, in compliance with the common regulatory and management framework, and provides updates on project activities. He/she will communicate with OSCE field operations, OSCE Institutions, Delegations of OSCE participating States, donors, implementing partners and Partners for Co-operation, and with external partners.

Tasks and Responsibilities:

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

1. Performing general administrative support services for project 1102342: "Enhancing Youth Crime and Drug use Prevention through Education on Legality and Awareness Campaigns addressing Threats of Organized Crime and Corruption", such as: meeting, training and event organization; travel and hotel arrangements, reservations; supplier and liability release forms; preparing and/or processing administrative requests/documents such as travel requests, expense claims, vouchers, visa applications, etc.;
2. Processing correspondence and documents including: meeting notes and reports; administrative reports and replies for project-related correspondence; procurement documents and other financial and administrative documents, including contracts with implementing partners; collecting information on project topics and preparing information for use in discussions with national and local government representatives, civil society and international organizations, including background files;
3. Liaising with counterparts, facilitating their support and participation; assist in monitoring the implementation of activities and submission of reports by the implementing partners and consultants;
4. Assisting with monitoring project progress in close co-ordination with the Project Partner and Project Manager, and assisting in the preparation of project progress reports and other narrative and financial reports on the implementation of the ExB project;
5. Assisting with monitoring project expenditures ensuring that the payments are processed correctly, following up on open payments and contributing to the final project performance reports to the donor with regard to information on expenditures;
6. Performing other related tasks as assigned.

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

Necessary Qualifications:

• Completed secondary education, supplemented by formal training or studies in secretarial or administrative work;
• A minimum of three years of working experience in an international environment;
• Demonstrated experience planning and organizing, including prior experience in organizing meetings and trainings;
• Professional fluency in English with excellent communication (both oral and written) skills; knowledge of other OSCE languages would be a distinct 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.

Remuneration Package:

Monthly remuneration, subject to social security deduction, is approximately EUR 3,807. 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: SEC000389
• Contract Type: Local Contracted
• Grade: G4
• Job Level: General Services
• Job Type: Contracted
• Number of posts: 1
• Location: SEC - OSCE Secretariat, Vienna
• Issue Date: Feb 2, 2024
• Closing Date: Feb 29, 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: 30 March 2024