Senior Planning and Co-ordination Assistant (G6)

Background:

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.

Tasks and Responsibilities:

Under the supervision of the Senior Adviser, the Senior Planning and Co-ordination Assistant is specifically responsible for co-ordinating administrative and management issues, as well as monitoring ongoing CPC work to ensure that full responses are provided to tasks within the requested timeframe. This includes close collaboration with colleagues in all parts of the CPC, the Secretariat, the Chairpersonship, FSC Chairs, participating States, as well as with relevant OSCE offices/Institutions/Field Operations.

The incumbent reviews incoming communications and documentation, identifies problems and issues requiring attention, and proposes appropriate actions, in consultation with the Senior Adviser. The incumbent co-ordinates and prepares the departmental Unified Budget based on a performance-based programme budgeting approach and follow up on CPC-related issues raised in the ACMF. Furthermore, the incumbent supports efforts to enhance the visibility of the CPC portfolio and demonstrate the impact of its work, including through the development of communications materials, targeted outreach, and contributions to knowledge-sharing initiatives with internal and external stakeholders.

The Senior Planning and Co-Ordination Assistant reports to Senior Adviser, with the Director of the Conflict Prevention Centre acting as second-level supervisor.

More specifically, the incumbent will be tasked with the following:

1. Planning, Co-ordination, and Task Management: Supporting planning and co-ordination and prioritizing CPC tasks on a daily basis, being primarily responsible for managing the Senior Adviser’s work plan, priorities, and follow-up. Monitoring ongoing CPC tasks and ensuring that responses are received within requested timeframes from relevant staff. Co-ordinating with designated liaison officers in the Office of the Secretary General and other departments to obtain necessary feedback on CPC-related tasks. Assisting the Senior Adviser and CPC management in planning the CPC work programme;

2. Budget Co-ordination: Co-ordinating and preparing the department’s contribution to the unified budget proposal based on a performance-based programme budgeting approach. Following up on CPC-related issues raised in the Advisory Committee on Management and Finance (ACMF);

3. Communications and Visibility: Serving as the focal point for enhancing the visibility and impact of the CPC portfolio. Developing and disseminating clear, accurate, and accessible communications materials, including reports, briefings, and knowledge products. Ensuring effective internal and external information sharing, promoting CPC achievements to relevant stakeholders, and collaborating with the Communication and Media Relations Section and other units to align messaging with organizational priorities. Supporting reporting and monitoring initiatives to demonstrate CPC outcomes and strengthening stakeholder engagement;

4. Meeting and Event Co-ordination: Supporting the planning and co-ordination of large meetings with CPC management, including preparation of invitations, agenda planning, co-ordination of Secretariat participation, and necessary follow-up actions. Overseeing the co-ordination, preparation, and follow-up of conferences and committees attended by the Senior Adviser and Deputy Director of CPC;

5. Administrative Support: Providing assistance to the Senior Adviser and CPC management on administrative and management issues, including matters related to the CPC programme outline, budget, mid-year review, and performance-based budget reports. Serving as a contact point for human resources, including recruitment, internships, office space, and co-ordination of trainings and briefings;

6. Research, Drafting, and Information Management: Assisting in drafting documents by researching, analyzing, and presenting information gathered from diverse sources related to the CPC work programme. Obtaining background information, studies, and other materials required by the supervisor for reports, work plans, and studies, and collating material including performing unofficial translations as requested;

7. Performing other related duties as required.
   

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 equivalent experience;
• Minimum of six years of working experience in planning and co-ordination, including some experience of procedure development preferably in an international environment; a university degree in a relevant field may be considered as a substitute for up to two years of working experience only to determine eligibility;
• Ability to co-ordinate work between the different departments of a large organization, to maintain regular contacts with a variety of clients and to write accurate meeting reports;
• Ability to work independently with minimum supervision and to handle a multitude of diverse tasks in a deadline-driven environment;
• Analytical skills, ability to identify problems and propose solutions;
• Understanding of the principles of performance-based programme budgeting and Enterprise Resource Planning (ERP) systems would be an asset;
• Professional fluency in English with excellent drafting skills; knowledge of other OSCE working languages would be an asset;
• Proficiency in Microsoft Office applications (especially Word, Excel, Powerpoint and Outlook);
• Knowledge of the OSCE regulatory administrative framework is an asset;
• 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;
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.
  

Remuneration Package:

Monthly remuneration, subject to social security deduction, is around EUR 5,580 (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. 

Appointments are normally made at Step 1 of the applicable OSCE salary scale. In exceptional cases, an initial appointment at up to Step 3 may be considered. This depends on factors such as relevant experience exceeding minimum requirements or higher previous remuneration. Any such request by a candidate must be reviewed and approved by the OSCE before the appointment.

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.

Candidates interviewed and found suitable in the recruitment process for this vacancy notice will be placed on a roster of suitable candidates (valid for three years) for fixed-term posts, should a suitable opportunity arise. The placement on a roster does not guarantee a future appointment or assignment.

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 OSCE appointments are subject to medical clearance. 

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 62 years at the time of appointment as the incumbent selected is normally expected to carry out the contractual obligation of two years. 

Please be aware that the OSCE does not request payment at any stage of the application and review process.