Policy Support Service Assistant (G4)

Background:

Please note that this position is for the coverage of a staff member who is on leave and is available until mid-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 Chairpersonship in its activities, and provides operational and administrative support to the field operations, and, as appropriate, to other institutions. 

The Conflict Prevention Centre (CPC) plays a key role in supporting and co-ordinating the OSCE's activities in the field, in providing analysis and policy advice to the Secretary General (SG) and the Chairpersonship, in leading work on all aspects of the conflict cycle, and in supporting the various formats dealing with protracted conflicts. The CPC also serves as the focal point in the Secretariat for co-ordinating and developing the OSCE's role in the politico-military dimension.

The Policy Support Service (PSS) serves as the Organization's primary point of contact on all matters concerning field operations; it monitors the implementation of the mandates of the individual field operations and advises the SG and the Chairpersonship on related policy and operational issues. It also analyses early-warning signals regarding the situation in the field and recommends the implementation of relevant preventive or reactive action. Support provided to the SG and the Chairpersonship includes background information, policy support and advice, input to speeches and travel files as well as drafting summary records. PSS facilitates the co-ordination of programmes and activities among field operations and with those of OSCE specialized units within the Secretariat and institutions and assists field operations with their input to the budget cycle process. PSS also provides support for the Chairperson-in-Office's representatives dealing with protracted conflicts and related formats.

The PSS is composed of four regional desks covering Eastern Europe, South-Eastern Europe, the South Caucasus and Central Asia.

Tasks and Responsibilities:

As Policy Support Service Assistant, you will report to the Senior Policy Support Officer, with the Deputy Director for Policy Support Service, acting as your second-level supervisor, and will hold the following duties:

1. Drafting standard correspondence on the basis of instructions received and/or on the basis of own knowledge of the work, including letters and reports from notes and rough drafts. Drafting terms of reference for consultants and temporary staff, as well as other HR related forms. Compiling inputs submitted from Policy Support Officers;
2. Distributing reports, internal office memorandums and other written material drafted by the Policy Support Officers. Checking all in/outgoing material submitted, for format and accuracy of detail in accordance with the OSCE Style Manual, and for grammatical and typographical accuracy, conformity with overall policy or specific instructions, typing, layout and use of correct channels of communication.
3. Maintaining and updating files of reports, correspondence and other relevant material; keeping records on reports received, classifying and coding material being filed; establishing new files and disposing of or reorganizing those no longer required. Uploading documents to Doc.In and Jarvis as required. Maintaining PSS Jarvis SharePoint file structure, as well as email distribution group lists;
4. Arranging formal and informal meetings, both virtual and in-person, including reserving meeting rooms, setting up virtual meetings, seating arrangements, ICT equipment, typing and sending out agendas and background material for meetings, notifying participants of time, date and subject matter; assembling and distributing documents. If requested, taking minutes at meetings and preparing a first draft of the minutes for the supervisor's consideration. Receiving visitors, placing and screening telephone calls and responding to routine and non-technical requests for information;
5. Providing administrative assistance to Policy Support Officers with travel, hotel arrangements, visa applications, conference registrations forms and other travel related documents; completing appropriate official travel authorization forms and travel claims, leave and representation forms and procurement requests. Sets up spreadsheets and maintaining relevant distribution and contact lists. Generating presentations, charts and graphs for Policy Support Officers as requested;
6. Co-ordinating and collating information from PSS desks for PSS budget planning and monitoring. Monitoring and maintaining an overview of CPC/PSS budget expenditures and Budget forecasts;
7. Obtaining background information, studies and other material required for use by the supervisor in preparing reports, work plans and studies; collating material and makes unofficial translations, as requested. Collecting input from PSS Regional Desks for the weekly Bilat and Troika meetings as well as for the SG's PC report;
8. Referring unusual software or printer problems to the technical unit and ensuring that any hardware problems are immediately resolved. Ensuring the availability of office supplies (stationery, toner, paper) and contacting General Services or ICT as required;
9. During the absence of Executive Assistant to DD/CPC-PSS, assuming the PSS related replacement duties and covering for CPC Planning and Co-ordination Officer as required;
10. Performing other duties 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 administrative training or equivalent experience;
• A minimum of three years of working experience in administration or provision of secretarial, administrative or clerical assistance;
• Experience in setting up and maintaining databases and a complex filing system;
• Knowledge of computer applications (word processing, database and spreadsheets) is essential;
• Knowledge of the OSCE of comparable regulatory administrative framework is an asset;
• Very good knowledge of English, including related drafting skills; knowledge of German highly desirable; knowledge of another official language of the OSCE 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.

 

Remuneration Package:

Monthly remuneration, subject to social security deduction, is around EUR 3,800 a month depending on 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. 

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.