Building Support Clerk (G3)

Background:

Please note that this assignment is in connection with the maternity leave replacement of a staff member and will be on fixed-term (75% of full time) from 01 December 2021 for the duration of one year. 

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 Department of Management and Finance (DMF) is responsible for managing the material and financial resources of the Organization. The objective of DMF is to provide efficient and effective management of non-staff resources in support of OSCE programmatic activities. It provides policy guidance on the management of OSCE financial and material resources and develops and maintains OSCE Financial Regulations and Rules and Financial Administrative Instructions. DMF consists of Budget and Finance Services, Mission Support Section, Information and Communication Technology Section and the Information Security and Co-ordination Unit.  

The post is located in the Facilities Management Unit (FMU) with task to provide on-going daily support for functioning of the OSCE premises in Vienna, overall guidance to institutions and field operations on premises related issues. It includes providing technical assistance and advice of the design and implementation of various capital projects and related cost control in collaboration with program managers.
 

Tasks and Responsibilities:

Under the direct supervision of the Chief/Facilities Management Unit, as Building Support Clerk, you will perform the following functions:

1. Providing administrative and clerical duties;
2. Preparing procurement requests for office supplies, and maintenance and repair services; 
3. Receiving building and facility management related goods and services in the Enterprise Resource Planning (ERP) system;
4. Maintaining an overview and following up on a timely clearance of expenditures; 
5. Summarising data and information material, preparing graphics and spread sheets as required;
6. Maintaining the filing system to serve as reference documentation for all staff of the Unit, including a variety of office records, reference and information material;
7. Maintaining an internal calendar of FMU on-going and planned activities; assisting the Chief/FMU in duty travel preparations, visa requests and travel claims clearance; 
8. Assisting in maintaining and collecting statistical information regarding all OSCE executive structures’ facilities and keeping accurate, updated and centralised records;
9. Preparing regular statistics, summaries and reports; assisting in updating organigrams, and editing basic promotion materials; drafting routine letters; 
10. Supporting the implementation of workplace re-allocations and inventory replacement programmes; ensuring that a planned schedule of replacement is in place for furniture, fixtures and fittings; 
11. Participating in drafting cost proposals for the Chief//FMU’s approval and reflection in the annual budget; 
12. Performing other related duties as assigned.

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 a formal training in secretarial or administration;
• Minimum two years of work experience in general administration work, preferably in an international environment;
• Computer literate with practical experience with Microsoft applications; knowledge of ERP system is an advantage;
• Professional fluency in English and German, with excellent written and oral communication skills;
• Accuracy and attention to detail; 
• 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 team, with people of different cultural, and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity.

Remuneration Package:

Monthly remuneration, subject to social security deduction, is EUR 2,247. 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. 

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

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