Senior Project Assistant, Vienna, Austria

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

Country: Austria

City: Vienna, Austria

Office: OSCE Vienna

Closing date: Thursday, 13 May 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 VNSECG01634 Vacancy type Local Contracted Field of expertise Political Affairs Grade G6 Number of posts 1 Duty station Vienna Date of issue 15 April 2021 Deadline for application 13 May 2021 - 23:59 Central European Time (CET/CEST)

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 Programming and Evaluation Support Unit (PESU) assists the Secretary General and the Chairmanship in the implementation of the Organization’s Project Management framework and standards, in line with the Common Regulatory Management System (CRMS) and with the recognized international standards. It is the primary point of contact for the Chairmanship and participating States‘ delegations on programmatic and project management matters in relation to the Unified Budget (UB) process, as well as the Extra-budgetary contributions. PESU advises senior management and field operations on implementation of programme and project management as well as Performance-Based Programme Budgeting (PBPB) and co-ordinates all related training and coaching activities (i.e. strategic planning, programme management, project management) undertaken by the Unit across the Organization.

Tasks and Responsibilities

Under the supervision of the Project/Programme Evaluation Officer, Programming and Evaluation Support Unit (PESU), as Senior Project Assistant, you will perform the following duties:

Ensuring timeliness and completeness of the project proposals assessment process co-ordinated by the Unit;Providing substantive contributions to assessments, particularly in reference to relevance of activities to stated objectives; clarity, consistency and completeness of the information provided, integrity of the strategic plan, compliance with OSCE CRMS and with OSCE programme and project management standards;Assisting project managers in establishing effective and realistic monitoring and evaluation;Managing the communication flow with the relevant actors within the Organization throughout the whole duration of the process;Bringing to the attention of the Project/Programme Evaluation Officer and Chief of PESU any issue of concern; providing recommendations and suggesting possible solutions; highlighting good practices and issues of importance and urgency;Taking responsibility for any follow-up action required as a result of the assessment process and for monitoring the accuracy of the information provided in the final project documents; checking outgoing documents and material for format and accuracy;Keeping abreast of all OSCE policy, administrative guidelines, as well as project and programmatic developments;Preparing documents, background information and data analysis on extra budgetary, project and programme management issues as well as on PESU activities for meetings and briefings; creating and updating the PESU statistics;Assisting in the preparation of training, didactic and other material for PESU presentations and/or on-site assistance support activities; providing briefings and presentations as required; attending meetings on behalf of PESU; drafting meeting notes and other basic correspondence;Contributing to PESU’s review of Unified Budget Documents submitted by Field Operations; reviewing the documents for their compliance with requirements set by the PBPB methodology, relevant mandate and respective technical guidelines;Managing the archiving system related to the project proposals; maintaining and contributing to the constant improvement of the archiving system of the Unit; ensuring completeness of project documentation files;Providing general administration of the PESU email account; taking action on the requests received and alerting PESU staff members as necessary; providing answers in writing or over the telephone to general requests for information on OSCE project and programme management procedures and document templates;Providing the necessary assistance with travel plans, hotel arrangements, maintaining the calendar of the Unit; arranging and organizing meetings, booking venues, preparing and distributing agenda and other material, as requested;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 formal training in project management;
A minimum of six years of relevant working experience in office organization and administration within a national or international organization, particularly with regard to project design, result based management, project cycle management;
Accuracy and attention to detail, including the ability to maintain a filing and records system; ability to work with numbers;
Consistency in taking follow-up action; strong organization and administration skills;
Demonstrated knowledge of general administrative rules and procedures of international organizations; a general knowledge of the objectives and the general structure of the OSCE is a distinct asset;
Professional fluency in English, including excellent oral and written communication skills; working knowledge of other OSCE languages is desirable;
Demonstrated gender equality awareness and sensitivity, and an ability and experience to integrate a gender perspective into project design, 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.

Required competencies

Core values

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

Core competencies

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

Remuneration Package

Monthly remuneration, subject to social security deduction, is EUR 4,572 (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

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 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.

Link to the organization’s job offer: https://unjobs.org/vacancies/1618519267203