Programme Assistant, Vienna, Austria
Organization: Organization for Security and Co-operation in Europe (OSCE)
City: Vienna, Austria
Office: OSCE Vienna
Closing date: Friday, 11 September 2020
Issued by: OSCE Secretariat
Vacancy number: VNSECG01557
Vacancy type: Local Contracted
Field of expertise: Economic and Environmental Affairs
Number of posts: 1
Duty station: Vienna
Date of issue: 14 August 2020
Deadline for application: 11 September 2020 - 23: 59 Central European Time (CET/CEST)
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 Office of the Co-ordinator of OSCE Economic and Environmental Activities (OCEEA) deals with economic and environmental issues, operating under the premise that promoting economic prosperity and co-operation on environmental problems can contribute to international security and stability. The OSCE’s role is twofold: a) to monitor economic and environmental developments among participating States, and alert them to any threat of conflict, and b) to facilitate the formulation of economic and environmental policies and initiatives among participating States, to promote security. The Office currently comprises 22 staff members.
Tasks and Responsibilities
Under the supervision of the Senior Environmental Affairs Adviser, as Programme Assistant, you will provide support to the OCEEA’s activities in the area of environment, including energy security issues, and will organise the logistics of projects, support management of project budgets and manage project travels. In addition, you will provide support to conferences and meetings organised by the OCEEA, manage conference and meeting budgets, maintain a variety of office records, reference and material, and summarise background material required for preparation of papers.
More specifically, you will perform the following functions:
Supporting project development, drafting project budgets and agreements as well as terms of reference; assisting in the monitoring of project activities during the project implementation phases, especially project expenditure by liaising with all involved parties to ensure timely and accurate payment of expenditures and prevent cost over-runs; Providing administrative and logistic support throughout the whole project implementation process and liaising with project partners and counterparts in OSCE field presences in the areas of logistics, travel and expenditure to ensure the smooth implementation of activities; managing travel arrangements within the projects, including travel visa and Note Verbales, etc.; Drafting financial project progress reports and final reports for the donors and supporting preparation of narrative progress and final reports; Providing support to the Office’s fund raising effort by keeping records and tables on project funding; Administering IRMA related tasks, entering purchase requisition (PRs) for projects, reporting, monitoring and following-up on pending matters; identifying financial discrepancies in project/programme disbursement, following-up with relevant offices/missions; Co-ordinating logistical aspects of activities organised by the Environmental Co-operation Unit, including organising the setup of meeting room and registrations, and providing support to invited speakers and sponsored participants; Contacting and liaising with the relevant counterparts of the country hosting seminars/workshops, and the Delegations in Vienna regarding technical and logistical aspects of their countries‘ participation in the events; co-ordinating travel and accommodation of sponsored participants of conferences; Establishing the plan for the different organizational steps and the work schedule to own priorities to meet deadline requirements; Based on directions from the supervisor, assessing the budget requirements of meetings, including payment procedures related to sponsored participants and to the conference venue; establishing the financial reporting as requested by sponsors/funding; Training/inducting and supervising local conference staff; compiling and drafting reports of conferences and meetings; Performing other administrative, supportive, monitoring and record-keeping functions related to OCEEA project activities and organization of events as requested; Carrying out other related duties as assigned.
Completed secondary education, supplemented by secretarial/administrative management training;
At least four years of administrative, secretarial and clerical experience; experience in accounting is desirable;
Experience in project/programme assistant roles is a distinct asset;
Organizational and planning skills;
Accuracy and attention to detail;
Ability to work with minimum supervision;
Professional fluency in the English language, with excellent written and oral communication skills; knowledge of other OSCE languages an asset;
Ability to work in a confidential environment and maintain a high level of discretion;
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;
Knowledge of the Organization’s administrative and financial regulations, administrative rules and procedures is an asset;
Familiarity with the work of the OCEEA, its objectives and channels of communication is an asset;
Tags democratization financial reporting gender perspective human rights international security logistics oral communication project implementation
Computer literate with practical experience in Microsoft applications.
Commitment: Actively contributes to achieving organizational goals
Diversity: Respects others and values their diverse perspectives and contributions
Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles
Accountability: Takes responsibility for own action and delegated work
Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization
Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment
Planning: Works towards the achievement of goals in a structured and measured manner
Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions
Initiative-taking: Proposes and initiates new ideas, activities and projects
Flexibility: Responds positively and effectively to changing circumstances
Managerial competencies (for positions with managerial responsibilities)
Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment
Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them
Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities
Monthly remuneration, subject to social security deduction, is EUR 3,878 (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.
How To Apply
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 applicants who are selected to participate in the subsequent stages of recruitment will be contacted.
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.