Registry and Records Assistant, Vienna, Austria
Organization: Organization for Security and Co-operation in Europe (OSCE)
City: Vienna, Austria
Office: OSCE Vienna
Closing date: Monday, 31 August 2020
Issued by: OSCE Secretariat
Vacancy number: VNSECG01553
Vacancy type: Local Contracted
Field of expertise: Documents Control and Records Management
Number of posts: 1
Duty station: Vienna
Date of issue: 3 August 2020
Deadline for application: 31 August 2020 - 23: 59 Central European Time (CET/CEST)
Please note that this is assignment is in connection with maternity leave of a staff member and will be on fixed term from as soon as possible, for the duration of one year.
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, 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.
OSCE Documentation center in Prague (DCiP) is a part of the Office of the Secretary General (OSG) with staff in Prague and Vienna.
The assignment duty station is in Vienna.
The DCiP´s mandate is keeping the institutional memory of the Organization and spreading information on the OSCE through various outreach activities. DCiP is the home of the CSCE/OSCE archives, thus, an important part of its activities relate to maintaining and updating various archival collections, including their digitalization, renaming and saving. Researchers working under special conditions on the DCiP premises and library (Researchers-in-Residence Programme) are also assisted by the DCiP. Effective May 2019 the DCiP also oversees and advises on records management and retention management practices and policies throughout the OSCE.
Tasks and Responsibilities
Under the direct supervision of the Associate Records Management Officer, the incumbent will register incoming documentation, analyze and appraise records, monitor the Electronic Document and Record Management System of the Secretariat, assist with the management of paper and electronic records and provide records management support for the OSCE Secretariat, Institutions and field operations. He/she will perform the following duties:
Providing central registry services for the OSCE Secretariat, including correspondence distribution and follow-up; managing the OSCE Postmaster (official e-mail address); Receiving, reviewing and proof reading as well as processing all incoming and outgoing official communications; Classifying and assigning the established code for future retrieval and reference and determining the internal distribution based on document contents; Entering subject matter summaries and other relevant data of communications into the registry database; Maintaining and updating the central filing system and facilitating the transfers of paper records; Managing the Electronic Document and Record Management System, uploading, and transferring electronic records; Researching and retrieving electronic and paper records from internal and external sources; Providing direct support regarding general administration and document management; responding to inquiries and requests; searching for information and documents as specified by staff from the Secretariat, Institutions, field operations and delegations; Reviewing contents of files prior to records transfers or disposition actions in accordance with the retention and disposition policy; Giving advice on file retention or transfer to Prague for the Secretariat, Institutions and field operations; Providing secure destruction of material; Performing other duties as assigned.
Completed secondary education;
A minimum of three years of administrative/clerical experience, preferably in records management or archives or comparable work in an international organization;
In-depth knowledge of electronic document and records management systems;
Professional fluency in English, both oral and written, including good communication skills; knowledge of other OSCE working languages would be an asset;
Knowledge of computer applications such as word processing and spreadsheets;
Accuracy and attention to detail in the review, classification, structuring and distribution of incoming correspondence;
Tact and discretion in dealing with information requests from internal and external parties;
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.
Commitment: Actively contributes to achieving organizational goals
Tags computer applications gender perspective human rights institutional memory library records management word processing
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 3,352 per month. 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
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.
Only shortlisted applicants 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.