Associate HR Co-ordinator (P2)

Background:

Please note that this position is currently funded until 14 October 2027 and any further extension will be subject to the availability of extrabudgetary funds. 

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 post is located in the Direction and Management Unit within the OSCE Secretariat’s Department of Human Resources (DHR).

DHR provides organizational structure and support to meet business needs by effectively managing the employee lifecycle. Human resources play an essential role in supporting, developing, and co-creating a positive culture in the workplace. Within this context, the Direction and Management Unit co-ordinates the strategic human resource planning for the OSCE. It ensures coherent and consistent planning and delivery of HR management (HRM) services across DHR, the Secretariat, and the OSCE.

Tasks and Responsibilities:

The Associate HR Co-ordinator plans and co-ordinates HR programmes and interventions, including in relation to appointment of senior officials; develops communication plans to promote HRM role, objectives, practices, and procedures; co-ordinates  HRM Unified Budget and extra-budgetary (ExB) programmes/projects, as well as the review of HRM aspects of other ExB programmes/projects; drafts working documents for the use of DHR, including talking points, summaries, concept notes and presentations; co-ordinates and follows up on responses to audit recommendations concerning HRM.

Working with moderate supervision, the Associate HR Co-ordinator supports to ensure that DHR interventions are horizontally and vertically coherent and consistent with the department’s objectives, by providing technical support, by co-ordinating DHR input into organizational documents, and by recommending process improvement.

The Associate HR Co-ordinator is supervised by the Director for Human Resources.

Internal contacts are mainly with supervisors, staff members and staff representatives to clarify and co-ordinate the input for, or implementation of, HRM decisions taken or procedural changes planned. Work contacts are with supervisors and individual employees located predominantly within the Secretariat to collect, exchange and clarify information. External contacts would be to obtain information from and exchange views with a range of outside sources dealing with such matters as HR best practices and organizational competencies.

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

1. Co-ordinating HR actions concerning the issuance and extension of senior officials’ appointments/assignments. Co-ordinating and facilitating the HR actions for the timely appointment/assignment and extension processes for senior OSCE officials (such as Heads of Mission, Deputy Heads of Mission, contracted Directors) by liaising with the Chairpersonship-in-Office, Office of the Secretary General, Conflict Prevention Centre, host countries and seconding authorities as applicable: 

- Planning and tracking of key milestones, ensuring proactive initiation of appointment, extension and, where applicable, performance evaluation processes;

- Co-ordinating the HR actions needed for the appointment or assignment of acting heads or deputy heads of executive structures, as well as officers-in-charge;

- Monitoring timelines and following up with relevant internal and external stakeholders;

- Providing guidance on procedural steps in alignment with Chair's Manual and OSCE Staff Regulations and Staff Rules.

2. Unified Budget planning and co-ordination. Supporting the development of the Department of Human Resources (DHR) inputs to the Unified Budget process:

- Co-ordinating the inputs from DHR units;

- Liaising with the Department of Management and Finance (DMF) to ensure consistency with broader Secretariat budget and financial planning;

- Drafting budget narratives and supporting revisions and updates based on organizational priorities.

3. Planning and co-ordination of cross-cutting HR management issues. Facilitating cross-cutting HR planning within DHR, the Secretariat and with OSCE institutions and field operations:

- Co-ordinating the Director of DHR's engagement with representatives of participating States, heads of OSCE executive structures and HR counterparts in other executive structures;

- Facilitating communication on HR management matters across the OSCE and helping align HR initiatives across executive structures;

- Participating in working groups or task forces to address cross-organizational HR priorities and challenges.

4. Review of HR requirements in extra-budgetary projects. Conducting and supporting assessments of human resource requirements and implications for extra-budgetary (ExB) projects:

- Reviewing project proposals for staffing plans and alignment with OSCE HR policies;

- Ensuring harmonization of contractual modalities and cost effectiveness;

- Liaising with project managers and DHR policy teams to ensure compliance.

5. Audit recommendations and compliance monitoring. Supporting DHR's responses to internal and external audit recommendations related to human resource management:

- Co-ordinating with the responsible DHR units to gather information and develop management responses;

- Monitoring the implementation and follow-up actions to ensure timely closure of audit items;

- Maintaining accurate records and providing regular progress reports to senior management.

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

Necessary Qualifications:

• First-level university degree in human resource management, social studies or a related discipline;
• A minimum of four years (two years with a second-level university degree) of professional-level experience in human resource management, public or business administration, preferably in an international organization;
• Demonstrated experience in co-ordinating among diverse stakeholders;
• Proven knowledge of contemporary HR management issues and practices;
• Experience drafting, reviewing and presenting business communications, such as talking points, presentations, reports and concept notes;
• Familiarity with project development and management methodologies;
• Experience with budgeting processes, including preparation or review of financial inputs and narratives, would be an asset;
• Excellent oral and written communication skills in English;
• Working knowledge of at least one other language from the OSCE region is 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 a team, with people of different cultural and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity;
• Strong digital literacy, including proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint) and use of online communication tools.
   

Remuneration Package:

Monthly remuneration is around EUR 6,100, with the actual monthly salary depending on post adjustment and 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. Other allowances and benefits are similar to those offered under the United Nations Common System.

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.

The OSCE is a non-career organization committed to the principle of staff rotation, therefore the maximum period of service in this post is 7 years.

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.