OBSE: ADMINISTRATIVE ASSISTANT

The Transnational Threats Department

Kategória:
Pracovné ponuky
Miesto:
Viedeň
Deadline:
03.08.2017
Background
The Transnational Threats Department (TNTD) was created in the OSCE Secretariat as per Ministerial Council Decision MC.DEC/9/11 with a view to ensuring better co-ordination, strengthened coherence of action and more efficient use of OSCE’s resources in addressing transnational threats. It supports the Secretary General in functioning as the focal point of the Organization-wide programmatic activities that relate to countering transnational threats and in ensuring coordination and coherence of action across all three dimensions and among all OSCE executive structures, while respecting their mandates.
Tasks and Responsibilities
Under the direct supervision of the Head, Border Security and Management Unit (BSMU) the incumbent will provide programme and administrative support. He/she will also assist the other professional staff members in the Unit, primarily in logistical, budgetary and financial matters pertaining to the development and implementation of activities and projects. More specifically, he/she will be tasked with:

 

  • Supporting the Head, BSMU in budgetary and financial matters by preparing calculations for the Unit’s inputs to the Unified Budget cycle and monitoring budget expenditure reports;
  • Providing support with regard to the recruitment of temporary staff/experts in co-operation with the Department of Human Resources; preparing Terms of Reference according to the supervisor’s guidelines;
  • Organizing official meetings, drafting agendas, invitation letters and information packages, compiling lists of participants, preparing folders for the meeting attendants with background materials, taking notes and drafting reports on proceedings;
  • Responding to technical and organizational requests regarding meeting preparation;
  • Supporting the supervisor in keeping track of incoming tasks and ensuring timely follow-up action;
  • Typing a wide variety of documents, including memoranda, reports and letters, checking all outgoing material submitted for the supervisor’s signature or approval for format and accuracy of detail in accordance with prescribed procedures;
  • Maintaining the filing system of the Unit and ensuring that information is up-to-date;
  • Assisting in the implementation of extra-budgetary projects, including, but not limited to, large-scale conferences, seminars, capacity-building workshops and training events; assisting the Project Managers in the follow up to the project;
  • Contributing to the drafting of project proposals on the basis of guidelines from the supervisor and in line with the OSCE Project Management Manual;
  • Co-ordinating travels and attending meetings as assigned;
  • Performing other administrative duties as required and replacing other colleagues during their absence.

 

For more detailed information on the structure and work of the Department of Transnational Threats, please see: www.osce.org/secretariat

 

Necessary Qualifications
  • Completed secondary education, supplemented by post-secondary education or training in the field of international relations;
  • A minimum of three years of related professional experience;
  • Thorough knowledge of general administrative procedures and processes; good office management and strong organizational skills;
  • Ability to deal with external contacts in a professional manner and diplomacy/tact;
  • Ability to defend the chosen course of action, particularly related to financial and logistical modalities;
  • Ability to organize work and information flows and to resolve matters of protocol and operational problems;
  • Team work and ability to find quick solutions;
  • Accuracy and attention to detail;
  • Professional fluency in English with good drafting and communication skills, knowledge of other OSCE working languages would be an asset;
  • Knowledge of a wide range of computer applications (internet, word processing, database and spreadsheets);
  • Demonstrated gender awareness and sensitivity, and ability to integrate a gender perspective into tasks and activities;
  • Ability to work in a team and to establish and maintain effective working relationships with people of different national and cultural backgrounds.

 

Remuneration Package
Monthly remuneration, subject to social security deduction, is EUR 3,172 (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.

 

Appointments are 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 http://www.osce.org/employment.

 

The OSCE retains the discretion to re-advertise 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.

 

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.

 

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.

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