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Head of Office and Officer in Charge of Meetings

Prague (Czech Republic)


The Office of the Secretary General (OSG) provides general services to the Secretary General (SG), the Chairperson-in-Office and the participating States. It groups horizontal services such as Executive Management, Press and Public Information, Legal Services, External Co-operation, Security Management, Gender Affairs and Central Records and Documents Management, and it oversees the OSCE Documentation Centre in Prague (DCiP). The OSCE Documentation Centre in Prague is also known as the CSCE/OSCE Historical Archives and it runs the Researcher-in-Residence programme' its core task is to preserve and make available OSCE's historical records to participating States, academic researchers and the public at large.

Tasks and Responsibilities

Under the overall supervision of the Director of the Office of the Secretary General, the incumbent will be responsible for:

  1. Planning, directing and co-ordinatng the work programme of the OSCE Documentation Centre in Prague (DCiP), including ExB projects;
  2. Representing the OSCE Secretariat at conferences and meetings dealing with substantive and protocol issues relating to the mandate of the DCiP;
  3. Liasing with Host Country authorities and diplomatic missions on issues relating to meetings held in Prague, and representing OSCE in the diplomatic corps of the Czech Republic;
  4. Managing the substantive, administrative, personnel and financial components of the DCiP, contributing to the organization of the Economic and Environmental Forum (EEF) meetings, OSCE seminars and other meetings held in Prague;
  5. Managing documentation services; maintaining OSCE archives, the OSCE Library and the provision of information;
  6. Leading activities to reach out to the academia and public, carrying out a public information programme;  supervising maintenance of the OSCE document collection and that requests for documentation and information are met;
  7. Leading activities that reach out to experts, youth and the wider public in all 57 participating states with a focus on OSCE role, history, archives and academic co-operation;
  8. Supervising the implementation of the Research-in-Residence programme and the servicing of visits and presentations in the DCiP;
  9. Directing the administration and financial management of the DCiP and monitoring its implementation;
  10. Directing and co-ordinating activities relating to budgeting, financial reporting and the accounting of income and expenditure;
  11. Organizing and supervising, directly or through subordinate supervisors, the work of the staff assigned to the DCiP;
  12. Maintaining links of DCiP to the Secretariat in Vienna, especially to OSG;
  13. Performing other related duties, as required.

For more detailed information on the structure and work of the OSCE Secretariat, please see:

Necessary Qualifications
  • A minimum of 10 years of relevant professional experience;
  • Relevant international experience, political awareness and understanding including knowledge of political setting in the OSCE region;
  • Professional fluency in English;
  • Ability to produce analytical reports, very good report writing skills;
  • Knowledge and/or practical experience in archiving at international, central or local/municipal level would be desirable;
  • Cultural sensitivity and judgment;
  • Interpersonal and diplomatic skills;
  • Demonstrated gender awareness and sensitivity and ability to integrate a gender perspective into tasks and activities;
  • Flexibility and ability to work under pressure and with limited time frames;
  • Ability to operate windows applications, including word processing and e-mail;
  • Demonstrated 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.

This position is open for secondment only and participating States are kindly reminded that all costs in relation to assignment at the Secretariat must be borne by their authorities.

Candidates should, prior to applying, verify with their respective nominating authority to which extent financial remuneration and/or benefit packages will be offered. Seconded staff members in the OSCE Secretariat and Institutions are not entitled to a Board and Lodging Allowance payable by the Organization.

If you wish to apply for this position, please use the OSCE's online application link found under

The OSCE retains the discretion to re-advertise 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 shortlisted applicants will be contacted.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see

The OSCE is committed to diversity and inclusion within its workforce, and encourages the nomination of qualified female and male candidates from all religious, ethnic and social backgrounds.

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

Please apply to your relevant authorities several days prior to the deadline expiration to ensure timely processing of your application. Delayed nominations will not be considered.

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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  • Organization: OSCE - Organization for Security and Co-operation in Europe
  • Location: Prague (Czech Republic)
  • Grade: Seconded Position - Mid level - Open for OSCE's 57 participating States
  • Occupational Groups:
    • Managerial positions
    • Conference Services
  • Closing Date: 2018-08-21

What does it mean?

Click "SAVE JOB" to save this job description for later.

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