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 Chairpersonship in its activities, and provides operational and administrative support to the field operations, and, as appropriate, to other institutions.

The Department of Human Resources within the OSCE Secretariat is responsible for planning, execution and control of human resources management programmes at the OSCE. It provides the full range of HR support and management services to OSCE. The Direction and Management unit is the central management and co-ordination body for the Department of Human Resources.

Tasks and Responsibilities:

The Executive Assistant provides and co-ordinates executive and administrative support for the Director for Human Resources and his/her immediate office, ensuring the smooth functioning of the office work flow and information. As administrative focal point for DHR Direction and Management, the Executive Assistant co-ordinates a large volume of time sensitive and confidential requests and matters. They maintain and update the office records and information, maintains the Director's calendar and co-ordinates and formats briefing notes, correspondence and presentations. The Executive HR Assistant connects with the Secretariat departments and programmes, OSCE executive structures, delegations, Chairmanship and external counterparts.

The incumbent operates with a moderate degree of autonomy, choosing their own methods of work and proposing administrative implementation methods for approval. Their role primarily involves facilitating process delivery, directly impacting the efficiency and effectiveness of the Department for Human Resources. Errors in task administration or communication can result in delays and jeopardize departmental goals, thereby affecting the OSCE's reputation and credibility.

The Executive Assistant reports directly to the Director for Human Resources and is part of the Direction and Management unit which includes the Deputy Director for Human Resources and Associate HR Co-ordination Officer. The incumbent does not have supervisory responsibilities.

More specifically, the Executive Assistant will be tasked with the following:

1. Drafting correspondence between the Direction and Management (DM) unit of the Department of Human Resources (DHR), Secretariat staff, heads of missions, HR Community and various internal and external stakeholders; receiving, screening, recording and identifying the subject matter of incoming mail for the attention of D/DHR; attaching background material, passing important correspondence to D/DHR and directing mail not requiring their attention to the appropriate Section/Unit/officer; reviewing incoming documents and administrative issuances intended for D/DHR, drawing their attention to items of particular interest and distributing copies to staff members within DHR; making appointments and maintaining the calendar for D/DHR; ensuring co-ordinated absences of HR management in the calendar; handling the Notilus travel system, purchasing tickets, preparing OTAs and following up on their approval and closure for D/DHR and DD/DHR;

2. Supporting the administration of DM Unit; supporting HR Co-ordination Officer in compiling information for various strategic and expenditure reports; drafting minutes, correspondence and putting it into adequate style, language and format, ensuring accuracy and protocol compliance; helping arrange meetings and business critical internal/external events, invitations, participants’ lists, booking of venues, drafting of agendas, travel arrangements; maintaining communication resources for DHR and managing the Jarvis/Jira page for DHR;

3. Maintaining office records, references and information and compiling background material required for the preparation of papers, briefing notes, correspondence and meetings;

4. Resolving incoming inquiries with the appropriate level of attention and discretion, referring to subject matter experts and/or taking suitable actions, exercising relevant judgment on behalf of D/DHR and DD/DHR; corresponding with courtesy and professionalism on behalf of D/DHR and DD/DHR;

5. Supporting in the organization of the HR Community webinars and HR Roundtable; organizing DHR Social Events, DHR management meetings and DM unit meetings including drafting actions points;

6. Acting as administration focal point for the Department and as focal point for the Ministry of Foreign Affairs (MFA) in Austria on OSCE staff related Notes Verbales (e.g. travel, visa, safety regime), disseminating the information accordingly to all staff and managers; ensuring response of D/DHR as Chief of Fund Administration;

7. Performing other 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, as well as specialized training in in office administration or human resource management;

• Minimum of five years of working experience in office support, protocol or human resource administration functions; a university degree in a relevant field may be considered as a substitute for up to two years of working experience only to determine eligibility;

• Thorough understanding of office procedures and practices within an international organization, private sector or in a multicultural environment;

• Experience in providing support to managerial/professional staff and using administrative skills to assist in the execution of programme development and implementation of work;

• Strong organizational skills and strong attention to details and quality;

• Maintain an outstanding work ethic and an enthusiastic approach to getting the job done;

• Strong problem-solving skills enabling proactive action to support smooth functioning of the office;

• Excellent oral and written communication skills in English;

• Working knowledge of at least one other language from the OSCE region is an asset;

• Excellent written and verbal communication skills; experience in drafting, editing and co-ordinating communication and visibility materials in support of senior management; ability to use discretion with confidential information;

• Solid interpersonal skills; ability to work cross-culturally with internal and external clients;

• Proficient use of Microsoft Office (Outlook, Word, Excel), internet, spreadsheets, and databases. Experience with an ERP software is an asset.
  

Remuneration Package:

Monthly remuneration, subject to social security deduction, is around EUR 4,820 (12 times a year) depending on family status. 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 normally made at Step 1 of the applicable OSCE salary scale. In exceptional cases, an initial appointment at up to Step 3 may be considered. This depends on factors such as relevant experience exceeding minimum requirements or higher previous remuneration. Any such request by a candidate must be reviewed and approved by the OSCE before the appointment.

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

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.

Candidates interviewed and found suitable in the recruitment process for this vacancy notice will be placed on a roster of suitable candidates (valid for three years) for fixed-term posts, should a suitable opportunity arise. The placement on a roster does not guarantee a future appointment or assignment.

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 OSCE appointments are subject to medical clearance.

The mandatory retirement age at the OSCE is 65 years for contracted positions at the general service, professional and director level. The Organization shall apply an age limit of 62 years at the time of appointment as the incumbent selected is normally expected to carry out the contractual obligation of two years.

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