Mail and Logistics 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 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.  

Mission Support Section provides the working framework for OSCE's procurement and contracting assets, logistics, transport, travel and facilities management activities. It also acts as the policy development and co-ordination point for resource administration in the OSCE's Executive Structures in relation to these activities, including providing on-site assistance and technical training programmes.
 

Tasks and Responsibilities:

The Assets, Logistics and Travel Support Unit (ALTSU) of Mission Support Services is responsible for the effective and efficient management of OSCE assets at all levels. 

Under the supervision of Logistics and Transport Officer, as Mail and Logistics Assistant, you will perform the following functions:

1. Receiving and forwarding incoming mail and dispatching outgoing mail and pouches; dealing with inadequately or wrongly addressed mail and parcels; conducting random security checks of incoming and outgoing mail, parcels and pouches in co-operation with Security Management;
2. Recording all outgoing mail and parcels in the Mail Tracking Database prior to dispatching the consignment to the respective OSCE staff members, field mission or Institution; sending copy of the summary of enclosures to the addressee and collecting confirmation copies; following up and conducting research on missing items;
3. Preparing dispatch documentations and providing documents required for customs clearance; recording the value of postage and other dispatch expenses;  
4. Establishing and periodically revising and updating a schedule of OSCE mail services; 
5. Receiving and verifying the monthly invoices submitted by courier services; processing all mail related invoices in the ERP system; maintaining and updating the mailing databases;
6. Providing regular evaluation of quality, efficiency and economy of mailing services for procurement; preparing statistics, matrixes of mail/pouch shipments and drafting the Secretariats' estimated yearly budget requirements;
7. Delivering a presentation on the OSCE Mail Procedures for new OSCE staff; responding to queries and requests for information and documents;
8. Preparing shipments and dispatching goods/materials and publications from the Secretariat to the OSCE Executive Structures and arranging import clearance of all incoming official shipments to the Secretariat;
9. Performing various transportation tasks including delivery and collection of visa applications and passports to Consular sections in co-ordination with the Travel Unit;  
10. Performing periodical check of the vehicle assigned to the job in terms of technical conditions and safety requirements; ensuring that all periodic service and maintenance is conducted in accordance with the service books and manufacturers' recommendations; monitoring running costs; ensuring that all required steps are taken in case of involvement in a vehicle accident;
11. Performing other related duties in connection with mail processing and logistics support, and 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 specialized training in transportation and logistical support with packing/dispatching/shipping goods and mail processing; 
• At least three years of work experience in mail operations, records management, registry, logistical support/packing/dispatching/customs clearance, preferably in international organizations;
• Valid driving licence category B;
• Professional fluency in English and German, with excellent written and spoken communication skills;
• Computer literate with practical experience with Microsoft applications; 
• 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 3,467 (12 times a year). 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.