Project Assistant (G4)

Background:

Please note that this position is funded under an Extra-Budgetary (ExB) Project and the contract duration of the selected candidate will be until 30 July 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 Office of the Co-ordinator of OSCE Economic and Environmental Activities (OCEEA) deals with economic and environmental issues, operating under the premise that promoting economic prosperity and co-operation on environmental problems can contribute to international security and stability. The OSCE's role is twofold: a) to monitor economic and environmental developments among participating States, and alert them to any threat of instability, and b) to facilitate the formulation of economic and environmental policies and initiatives among participating States, to promote security.

Tasks and Responsibilities:

The post is located in the Environmental Co-operation Unit within the OSCE Secretariat’s Office of the Co-ordinator of OSCE Economic and Environmental Activities. It is an extra-budgetary post within the project "Addressing vulnerabilities and improving resilience in communities in the Central Asian border regions with Afghanistan: natural resource management (water management and energy security)" that is currently envisaged to last until 31 December 2025.

As Project Assistant, you will be tasked to provide administrative and technical support in implementing project activities, including organizing technical co-operation, awareness-raising and capacity-building events, supporting process delivery, the development and maintenance of databases, and providing project administration support.

Working under moderate supervision, you will provide clerical and administrative support and facilitate process delivery in project administration by performing tasks that require the selection, interpretation and assembly of information and data for the execution of recurring patterns of work, as well as operating office equipment and computer applications, based on knowledge of standard practice and requiring a choice of methods to use.

You will report to the Environmental Governance Officer, while the Senior Environmental Affairs Adviser will act as your second-level supervisor.

More specifically, you will be tasked with the following:

1. Performing general office support services and administrative tasks for the project as arrangement of meeting, workshop and event organization, travel and hotel arrangements; research for information and reference material; preparing and processing administrative requests/documents; etc.;
2. Monitoring projects progress in close co-ordination with the project managers and project partners, and assisting in preparing project progress reports and other narrative and financial reports on the implementation of the ExB project; monitoring projects expenditures;
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. Maintaining an up-to-date filing system (both paper and electronic) and databases related to work; providing relevant background/project information whenever necessary to supervisors;
5. Liaising with donors, implementing partners and/or national authorities of the beneficiary- countries in developing and implementing the capacity building activities;
6. Performing other duties as required. 

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

Necessary Qualifications:

• Completed secondary education;
• Training in secretarial or administrative work would be an asset;
• Minimum three years of working experience in administrative support to project management or similar positions;
• Excellent oral and written communication skills in English; working knowledge of Russian would be an asset;
• Demonstrated gender awareness and sensitivity, and 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;
• Digital literacy and proficient use of Microsoft Office (Outlook, Word, Excel), internet;
• Experience of working in/with Central Asian countries would be an asset;
• Experience with an ERP software is an asset.

Remuneration Package:

Monthly remuneration, subject to social security deduction, is around EUR 4,000 (12 times a year) 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.