Head, Conference Services, Vienna, Austria

Organization: Organization for Security and Co-operation in Europe (OSCE)

Country: Austria

City: Vienna, Austria

Office: OSCE Vienna

Closing date: Monday, 11 January 2021

The majority of positions in OSCE field operations are filled by secondment, which means that individuals are nominated by their respective OSCE participating State. In addition, a limited number of seconded positions are available at the OSCE Secretariat and the institutions.

Issued by

OSCE Secretariat

Vacancy number VNSECP01581 Vacancy type International Contracted Field of expertise Translators, Interpreters, Conference Services Grade P5 Number of posts 1 Duty station Vienna Date of issue 10 December 2020 Deadline for application 11 January 2021 - 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 Secretary General (OSG) plays a key role in supporting the Secretary General in the effective implementation of his/her mandate and specific tasks given to him/her by the OSCE participating States. This includes primarily assisting the Secretary General in his/her activities, serving as a focal point for liaison and support to the Chairperson-in-Office, and co-ordinating tasks across the Secretariat. It groups horizontal services such as Executive Management, Communications and Media Relations, Legal Services, External Co-operation, Security Management, Gender Affairs, Conference and Language Services, Central Records Management, and oversees the OSCE Prague Office. The OSG ensures effective co-ordination of policy advice provided to the Secretary General and the Chairmanship, and management decisions taken by the Secretary General. The OSG is led by a Director who also functions as the Head of Executive Management.

Conference and Language Services, as part of the OSG, provides professional support to the decision-making bodies of the OSCE and the respective delegations on matters dealing with the organization of meetings, including interpretation and translation, documents control, editing and word processing services.

Tasks and Responsibilities

Under the general guidance of the Director of the Office of the Secretary General, as Head of Conference Services, your main responsibilities lie in:

1. Providing high-level advice and assistance to delegations and acting as their primary point of contact in the OSCE Secretariat on all issues related to the provision of conference and language services, including with respect to rules of procedure, protocol, privileges and immunities, and accreditation;
2. Having overall responsibility for planning meetings, conferences and events to be held in and outside Vienna, allocating and co-ordinating available resources for optimal provision of conference, documentation and language services, negotiating contracts with external service providers (including providers of meeting facilities), co-ordinating protocol and logistical arrangements with host country authorities and delegations, and managing issues related to security arrangements in the OSCE meeting premises in co-operation with the host country and Security Management;
3. Ensuring timely and high quality provision of substantive advice, meeting support and editorial support to the chairpersons of the OSCE decision-making bodies as well as to the Joint Consultative Group (JCG) and the Open Skies Consultative Commission (OSCC). Acting as Secretary to major OSCE meetings as necessary;
4. Supervising staff, approving staff tables for meetings, overseeing financial transactions (including cost sharing issues), preparing annual budgets of Conference and Language Services, establishing financial forecasts, cost estimates and budget performance reports, and ensuring that a gender perspective is taken into account in service delivery;
5. Providing strategic advice to senior management on policy issues related to the work of Conference and Language Services, and identifying and implementing strategies to ensure continuous improvement in the quality and efficiency of conference and language services (including through benchmarking against other comparable international organizations and leveraging of ICT tools) and to ensure that conference and services meet the longer term needs of the organization;
6. Performing other related duties as required and as delegated by the Director of OSG, including briefings for Chairpersons and delegations on issues related to conference and language services.

For more detailed information on the structure and work of the OSCE Secretariat, please see https://www.osce.org/secretariat

Necessary Qualifications

Second-level university degree in business or public administration, international relations, law or other related field. A first-level university degree in combination with two years of additional qualifying experience may be accepted in lieu of the second-level university degree;
A minimum of ten years of progressively responsible experience at the international level in international organizations or public administration, conference management and/or other related fields;
Proven diplomatic negotiations skills and experience in dealing with delegations of participating States and the host country authorities;
Tags democratization editor gender perspective human rights international relations interpreter language services legal services oral communication records management rules of procedure staff rotation translation translator word processing

Professional experience in corporate and financial project management and financial/budgetary planning;
Professional fluency in English, including excellent written and oral communication skills, and working knowledge of German; knowledge of another OSCE working language is an asset;
Experience in supervising staff;
Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
Demonstrated ability and willingness to work as a member of a 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 with Microsoft applications.


If you wish to apply for this position, please use the OSCE’s online application link found under https://jobs.osce.org/vacancies.

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.

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.

The OSCE is a non-career organization committed to the principle of staff rotation, therefore the maximum period of service in this post is 5 years.

Please be aware that the OSCE does not request payment at any stage of the application and review process.