HR Administration Assistant (G4)

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 Department of Human Resources (DHR) ensures that the OSCE benefits from a capable and committed workforce that delivers on the security priorities of participating States. DHR provides human resources services throughout the OSCE and is responsible for the development and review of human resources policies.

HR Administration and Policy is one of the business units within the DHR. The Unit is responsible for the accurate and timely administration of employee benefits and entitlements through the employee life cycle; for the development and interpretation of the HR regulatory framework; and for the management of employee relations cases, such as grievances and disciplinary cases. The Unit develops and delivers timely, client focused and innovative approaches on all aspects of HR administration, policies and employee relations.

Tasks and Responsibilities:

The HR Administration Assistant contributes to the accurate and timely delivery of recurring standard HR administrative services. As a team member, the incumbent handles designated processes for staff and other personnel categories, including internship administration, leave administration, the personnel administration of non-OSCE officials such as daily staff as well as translators/interpreters in CLS/OSG. The role extends to routine administrative support for the OSCE Missions regarding field secondment status correspondence. The maintenance and verification of personnel records and standard documentation is a key element for the issuance of employment certificates.

Working under supervision and within established HR rules, procedures, templates and workflows, the incumbent selects the appropriate established method, checks and assembles information, resolves routine questions and follows actions through to completion. The incumbent facilitates the smooth execution of HR administrative processes; exceptions, sensitive cases and matters requiring policy interpretation are referred to the responsible HR Officer or senior colleague.

The HR Administration Assistant reports to a Human Resources Officer; the Chief, HR Administration and Policy serves as second-level supervisor.

The incumbent works closely together with senior staff within the unit as well as with other units within DHR. Regular interaction is maintained with clients in the Secretariat to exchange information and to facilitate HR administrative matters. The post liaises, as appropriate, with HR units in other OSCE executive structures as well as with delegations/seconding authorities in relation to field/mission secondments. Contacts are primarily for exchanging and clarifying standard administrative information, obtaining or following up documentation, communicating HR matter status information and ensuring timely completion of established HR processes, with appropriate discretion in handling personal information.

More specifically, the HR Administration Assistant will perform the following tasks:
 

1. Leave administration: Receiving, checking, recording and following up leave requests and flexible working arrangements, including supporting documentation; maintaining relevant HR records and systems; monitoring recurring administrative steps; responding to routine questions on established procedures concerning working hours and leave; and referring discrepancies, exceptions and matters requiring interpretation to the HR Officer;

2. Protocol, residence and related host-country administration: Administering visa, legitimation card, residence, OSCE ID, commissary access and related protocol processes for eligible personnel; preparing standard correspondence and notes verbales; liaising with the relevant authorities and service providers on routine matters; following up pending actions; and referrin non-standard cases as appropriate;

3. Administration of internships and other specified personnel categories: Carrying out routine HR administration for interns and designated categories of non-staff or short-term personnel, including daily staff and translators/interpreters, covering standard documentation, records, onboarding and offboarding, allowances or other established administrative actions and routine liaison with the individuals and requesting offices;

4. Personnel records, certificates and employment verification: Maintaining complete, accurate and confidential personnel files and HR records, following up missing or inconsistent documentation, supporting filing and archiving requirements and preparing standard certificates, confirmations and factual employment verifications based on official records;

5. HR administration support to missions: Preparing standard correspondence and maintaining status information relating to personnel in missions, including secondment-related correspondence and follow-up; tracking replies and outstanding actions; updating relevant records; and providing administrative follow-up in support of advice provided by the HR Officer, referring non-standard or sensitive matters for guidance;

6. HR administration information, tracking and client support: Monitoring shared HR administration channels, responding to routine enquiries, maintaining trackers and standard administrative information, updating templates and forms under guidance, performing routine data-quality checks and preparing recurring statistics and status information to support HR administration service delivery;

7. Administrative and secretarial support to the Unit: Providing secretarial and administrative support to the Chief of Unit, including correspondence, calendar and meeting support, documenting preparation and logistical follow-up, and providing routine administrative back-up to the HR Administration team during peak workload periods, staff absences or urgent cases.
    

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 specialized training in human resources, personnel administration, office administration or a related field;
• A minimum of four years of working experience in an administrative function, preferably in human resources and/or in an international or multicultural 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;
• Experience in applying established administrative procedures, reviewing and verifying documentation, maintaining confidential personnel or administrative records, and drafting routine official correspondence;
• Experience in maintaining electronic records and information resources, including filing structures, standard templates, forms and guidance materials;
• Demonstrated accuracy, organization and ability to handle personal and confidential information with discretion;
• Excellent oral and written communication skills in English;
• Knowledge of German in particular or another language from the OSCE region would be an asset; 
• Computer literate with practical experience using Microsoft applications; experience with an ERP/HR information system is desirable.
   

Remuneration Package:

Monthly remuneration, subject to social security deduction, is around EUR 4,160 (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.