Project Assistant (G5)

Background:

Please note that this is an extra-budgetary position with the funding until 15 September 2024.

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 Chairmanship 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.

The post is an extra-budgetary (ExB) post within the 5-year project ‘INFORMED’: "Human rights and Gender-sensitive approaches to addressing the Digital Information Disorder)”.

Tasks and Responsibilities:

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

1. Drafting routine and non-routine correspondence (both on administrative and substantive project matters), working documents and background material pertaining to issues addressed through project activities, including concept notes and sections of project reports and briefing papers; putting documents into adequate style, language and format, and proofreading documents and editing texts for accuracy, grammar, punctuation and style in accordance with standard practices;
2. Assisting in the development and implementation of project activities by liaising with counterparts and facilitating their participation, drafting terms of reference for the employment of consultants and implementing partners, and monitoring the implementation of activities and submission of reports by the implementing partners and consultants;
3. Performing all administrative tasks such as schedules and arrangements for meetings and other events, reservations, budget follow-up, 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.;
4. Using ERP, initiating and following up on actions related to requisitions, recruitment of consultants, training and study tours, purchase of services and goods, payments, travel authorizations requests/claims and dealing with all related inquiries;
5. Keeping track of pending matters and following up with other offices, including field operations, on deadlines, as well as on budget and expenditure for specific project outcomes, outputs and/or activities, giving estimates of costs for individual project activities and proposing budgetary and/or expenditure adjustments to supervisor;
6. 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;
7. Undertaking computer-based searches; collating, selecting and interpreting information necessary for the development of project activities and events; assisting in the preparation of papers and presentations by extracting/summarizing statistics;
8. Under supervision of and in close cooperation with the Project Manager, implementing a social media plan, facilitating and co-ordinating its execution with the OSCE Secretariat’s Communication and Media Relations Section and programmatic contact points within all executive structures, to include drafting press releases and social media posts, managing accounts and guiding consultants in the development of materials for social media use, under the guidance of the Project Officer;
9. Performing other related duties as assigned.

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 or formal studies in media- and information literacy, international relations, preventing and countering violent extremism or counterterrorism;
• A minimum four years of working experience in supporting projects/programmes on preventing and countering violent extremism, media- and information literacy and/or counterterrorism;
• Ability to conduct research and collect information from a variety of sources;
• Experience working on social media strategies and awareness-raising campaign;
• Experience in project planning, implementation and reporting;
• Professional fluency in English with excellent communication (both oral and written) skills; working knowledge of Russian is a significant 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, subject to social security deduction, is EUR 4,400. 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: SEC000329
• 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 2, 2023
• Closing Date: Oct 30, 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: 15 January 2024