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Conference Officer

Vienna (Austria)

  • Organization: OSCE - Organization for Security and Co-operation in Europe
  • Location: Vienna (Austria)
  • Grade: P-3, Internationally contracted - Open for OSCE's 57 participating States - Mid level
  • Occupational Groups:
    • Conference Services
  • Closing Date: 2020-09-24

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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 Chairmanship in its activities, and provides operational and administrative support to the field operations, and, as appropriate, to other institutions.

The Office of the Secretary General (OSG) plays a key role in supporting the Secretary General in the effective implementation of his/her mandate and specific tasks given to him/her by the OSCE participating States. This includes primarily assisting the Secretary General in his activities, serving as a focal point for liaison and support to the Chairperson-in-Office, and co-ordinating tasks across the Secretariat. It groups horizontal services such as Executive Management, Communication and Media Relations, Legal Services, External Co-operation, Security Management, Gender Affairs, Conference and Language Services, Central Records Management, and oversees the OSCE Documentation Centre in Prague. The OSG ensures effective co-ordination of policy advice provided to the Secretary General and the Chairmanship, and management decisions taken by the Secretary General. The OSG is led by a Director who also functions as the Head of Executive Management.

Conference and Language Services, as part of the OSG, provides professional support to the decision-making bodies of the OSCE and the respective delegations on matters dealing with the organization of meetings, including interpretation and translation, documents control, editing and word processing services.

     
Tasks and Responsibilities    
     
   

Under the direct supervision of the Head/Conference Services (H/CS) and the overall guidance of the Director, OSG, the Conference Officer is the Head of the Meetings Assistance Unit. His/her task and responsibilities include:

  1. Supervising and guiding the work of the Meetings Assistance Unit consisting of four Senior Meetings Assistants and temporary staff (temporary assistants and/or interns), including editing and approving their notes and reports;
  2. Closely following and remaining fully informed about the Organization's activities and policies as well as having full knowledge of OSCE rules, regulations, practices and precedents relevant to the various decision-making bodies, in order to assist, support and advice their Chairpersons to ensure a correct and consistent approach for the preparation, conduct and follow-up of meetings;
  3. Supporting delegations of participating States and Chairmanships by providing whenever required  research, analysis, background documentation and advice on a range of issues related to the institutional memory of decision-making bodies, their rules of procedure, working methods and precedents; when necessary, participating in the formulation of proposals for changes to existing procedures and practices and offering procedural solutions in unprecedented situations, acting as contact point and advisor for Chairmanships and delegations on the rules of procedure;
  4. Assisting the Chairpersons in the preparation and circulation of meeting agendas, as well as in the planning of meetings’ scenarios/proceedings; assisting the Chairpersons and delegations in ensuring the good order and smooth running of meetings, acting as the main focal point for Chairpersons on organizational and procedural matters;
  5. Assisting in the preparation and circulation of draft decisions and making final check of their texts prior to distribution to all participating States, functioning as an interface between delegations, the Chairmanship and the Language Services Unit by initiating and guiding the ongoing formatting and editing of documents under negotiation;
  6. Providing assistance for the preparation and issuance of official documents as well as official records (journals) of formal meetings and conferences;
  7. Drafting meeting summaries, records and internal notes for the participating States and OSCE executive structures, including through co-ordination with other units/sections;
  8. In close contact with other units of the Conference Services, assisting the Chairpersons of various bodies in the procedurally correct, rational and cost-effective planning and co-ordination of meeting schedules in the Hofburg; being fully informed about planning needs of Chairmanships, procedural aspects of scheduling meetings, availability of resources and standard requirements for providing interpretation services;
  9. Providing substantial editorial, administrative and procedural support to the H/CS and the Director/OSG;
  10. 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    
     
   
  • First-level university degree in social or political science, international relations, law or another related field;
  • Six years of progressively responsible relevant professional experience, including some experience at the international level and/or in external relations or conference services;
  • Established ability to follow and summarize complex political and budgetary discussions and developments and to communicate clearly and concisely both orally and in writing;
  • Ability to liaise on a political level and to provide expertise;
  • Ability to plan and organize work of a unit and to work independently and on own initiative;
  • Sound knowledge of international politics and diplomacy and political judgment;
  • Excellent contact and negotiating skills;
  • Knowledge of documentation and conference services procedures;
  • Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
  • Professional fluency in English, with excellent written and oral communication skills; knowledge of other OSCE languages is an asset;
  • Ability to work with people of different nationalities, religions or cultural backgrounds;
  • Computer literate with practical experience with Microsoft applications. 
     
Required competencies    
     
    Core values
  • Commitment: Actively contributes to achieving organizational goals
  • Diversity: Respects others and values their diverse perspectives and contributions
  • Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles
  • Accountability: Takes responsibility for own action and delegated work
Core competencies
  • Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization
  • Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment
  • Planning: Works towards the achievement of goals in a structured and measured manner
  • Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions
  • Initiative-taking: Proposes and initiates new ideas, activities and projects
  • Flexibility: Responds positively and effectively to changing circumstances
Managerial competencies (for positions with managerial responsibilities)
  • Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment
  • Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them
  • Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities
     
Remuneration Package    
     
   

Monthly remuneration is approximately EUR 6,499, 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.

Please note that appointments are normally made at step 1 of the applicable OSCE salary scale.

     
How To Apply    
     
   

If you wish to apply for this position, please use the OSCE's online application link found under https://jobs.osce.org/vacancies.

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 applicants 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 http://www.osce.org/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.

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 the OSCE does not request payment at any stage of the application and review process.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
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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