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Executive Assistant

Vienna

  • Organization: OSCE - Organization for Security and Co-operation in Europe
  • Location: Vienna
  • Grade: Administrative support - G-4, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Administrative support
  • Closing Date: 2023-02-02

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 Conflict Prevention Centre (CPC) plays a key role in supporting and co-ordinating the OSCE's activities in the field, in providing analysis and policy advice to the Secretary General (SG) and the Chairmanship, in leading work on all aspects of the conflict cycle, and in supporting the various formats dealing with protracted conflicts. The CPC also serves as the focal point in the Secretariat for co-ordinating and developing the OSCE's role in the politico-military dimension.


The Policy Support Service (PSS) serves as the Organization's primary point of contact on all matters concerning field operations; it monitors the implementation of the mandates of the individual field operations and advises the SG and the Chairmanship on related policy and operational issues. It also analyses early-warning signals regarding the situation in the field and recommends the implementation of relevant preventive or reactive action. Support provided to the SG and the Chairmanship includes background information, policy support and advice, input to speeches and travel files as well as drafting summary records. PSS facilitates the co-ordination of programmes and activities among field operations and with those of OSCE specialized units within the Secretariat and institutions and assists field operations with their input to the budget cycle process. PSS also provides support for the Chairperson-in-Office's representatives dealing with protracted conflicts and related formats.

 

The PSS is composed of four regional desks covering Eastern Europe, South-Eastern Europe, the South Caucasus and Central Asia.


Tasks and Responsibilities:

Under the overall supervision of the Deputy Director for Policy Support Service (DD/CPC-PSS) the Exective Assistant is performing the following:

 

  1. Being responsible for providing clerical and secretarial support to the DD/CPC-PSS and support to the Policy Support Service on centrally related issues maintaining the calendar of the DD/CPC-PSS, maintaining and archiving of office files, distribution of printed material (DD/CPC-PSS reports, memos), etc;
  2. Providing support to the Field Operations by scheduling bilateral meetings for visiting Heads of Mission (HoMs)/Deputy Heads of Mission(DHoMs) for regional desks, maintaining a chart on the leave and duty travel of HoMs; informing OSG and the Chairmanship on a weekly basis as well as organizing informal meetings with HoM for participating States as per Chair’s request;
  3. Setting-up spreadsheets and maintaining relevant contact lists as well as referring unusual software and printer problems to the ICT Helpdesk and ensures that any hardware problems are immediately resolved;
  4. The incumbent is the main replacement for the Senior Secretary to D/CPC and the Secretary of PSS Policy Support Assistant during absences;
  5. 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 secretarial training or equivalent experience;
  • Three years of secretarial and clerical experience;
  • Knowledge of the Organization’s administrative and financial regulations is an asset; accuracy in setting up and maintaining databases and a complex filing system;
  • Professional fluency in the English langauge, including related drafting skills; working knowledge of German highly desirable; knowledge of another official language of the OSCE would be an asset;
  • Knowledge of computer applications (word processing, database and spreadsheets) is essential.  
  • Professional fluency in English with excellent communication (both oral and written) skills; professional fluency in Russian would be an asset;
  • 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;
  • Computer literate with practical experience using Microsoft applications.

 

Remuneration Package:

Monthly remuneration, subject to social security deduction, is EUR 3,620 a month. OSCE salaries are exempt from taxation in Austria. Social benefits will include possibility of participation in the Cigna medical insurance scheme.

Please note that appointments are 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://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.

 

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.

Additional Information
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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