Executive Assistant

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. Receiving, screening, recording and identifying the subject matter of incoming and outgoing correspondence, including reports, internal office memorandums and other written material; drawing the supervisor's attention to urgent and important items, distributing materials to the appropriate Officer; as well drafting standard correspondence on the basis of instructions received and/or on the basis of own knowledge of the work; checking all in/outgoing material submitted, for format and accuracy;
2. Generating and maintaining charts and graphs for PSS which provide an overview of PSS leave records, travel expenditures, representation expenditure, newspaper/journals/book charges and on any other PSS centrally related information; co-ordinating and collaborating with the Policy Support Assistant to ensure information is updated;
3. Maintaining and updating reports files, correspondence and other relevant material; keeping records on reports received; establishing new files and disposing of, or reorganizing those no longer required;
4. Scheduling bilateral meetings for visiting Heads and Deputy Heads of Mission for regional desks; receiving visitors, places and screens telephone calls and responds to routine and non-technical requests for information;
5. Making appointments and maintaining the calendar for the DD/CPC-PSS, including official lunches and processing representation fund requests; arranging informal and formal meetings, putting in place the necessary logistic requirements, (e.g. reservations, room set-up, ICT and phone, agendas, and background material) and if requested, taking minutes at meetings;
6. Providing administrative assistance, including to the DD/CPC-PSS with travel, hotel arrangements, visa applications, conference registrations forms and other travel related documents; completing appropriate claim and leave forms; ensuring the availability of office supplies; maintaining a chart on leave and duty travel of Heads of Mission and informs the Office of the SG and the Chairmanship on a weekly basis;
7. Obtaining background information, studying other materials required for use by the supervisor in preparing reports, work plans and studies; collating material and makes unofficial translations, as requested.
8. 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 language, 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.  
• 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.