Project Assistant (G4)

Background:

Please note that this is an extra-budgetary position with the initial funding until 31 May 2025.

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/Action against Terrorism Unit (TNTD/ATU) is the focal point for co-ordinating and facilitating OSCE anti-terrorism activities. TNTD/ATU contributes to the implementation of the OSCE's counter-terrorism commitments by providing support to the Chairperson-in-Office, the Secretary General and the participating States on anti-terrorism matters and by enhancing co-ordination within the OSCE on related issues.

TNTD/ATU also assists participating States with implementing their relevant commitments in this area, as defined by relevant decisions, and acts on requests from participating States to assist in enhancing their capacities to respond to current and emerging terrorist threats within a human rights framework. TNTD/ATU supports the work of relevant UN bodies and enhances co-operation with external partners and other regional organizations in preventing and countering terrorism.

Tasks and Responsibilities:

Under the overall supervision of the Associate Programme Officer, the successful candidate will be tasked with the following duties:

1. Assisting in organizing and implementing events including co-ordinating with field operations and external partners;
2. Drafting correspondence on administrative and substantive project matters, working with project and activity documentation including proofreading texts, screening incoming correspondence and phone calls, working with visitors and handling inquiries;
3. Providing relevant information on request, keeping track of pending matters, following up with other offices on deadlines;
4. Consulting to clarify the application of relevant policies and procedures;
5. Supporting activities related to purchase of equipment, recruitment of consultants, travel authorizations, visa applications, payment processing, training and study tours, and performing administrative tasks such as meeting reservations, research for information and supporting use of electronic equipment
6. Updating electronic and paper filing systems and databases, using ERP, retrieving information on administrative and project matters from SAP modules;
7. Performing other duties as required.

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

Necessary Qualifications:

• Completed secondary education supplemented by specialized training in office administration, protocol, records management or a similar field;
• A minimum of three years of working experience in office administration, event implementation, project support or a related field;
• Experience in project administration and support to project development and implementation;
• Experience in using and ERP software is an asset;
• Thorough understanding of office procedures and practices, preferably in a multicultural environment;
• Professional fluency in English with excellent communication (both oral and written) skills; knowledge of any other official OSCE language or a language widely spoken in the South Eastern Europe would be 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 literacy with practical experience using Microsoft applications.

Remuneration Package:

Monthly remuneration, subject to social security deduction, is approximately EUR 4,040. 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: SEC000476
• Contract Type: Local Contracted
• Grade: G4
• Job Level: General Services
• Job Type: Contracted
• Number of posts: 1
• Location: SEC - OSCE Secretariat, Vienna
• Issue Date: May 28, 2024
• Closing Date: Jun 18, 2024
• Employee Status: Fixed Term
• Schedule: Full-time
• Education Level: High School Diploma / (GED)
• Job Field: Administration & Support
• Target Start Date: As soon as possible