Project Assistant (G5)

Background:

Please note that this position is funded under an Extra-Budgetary (ExB) Project on "In support of strengthening capacities of Ukrainian authorities in preventing and combating illicit trafficking in weapons, ammunition and explosives in all its aspects". The contract will be issued until 31 December 2024. 

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 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 Chairpersonship, 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 Forum for Security Co-operation (FSC) is the main OSCE body dealing with the politico-military aspects of security and provides a forum for political dialogue for OSCE participating States. The FSC Support Unit within the Conflict Prevention Centre at the OSCE Secretariat supports the work of the FSC by providing technical support and expertise. In this respect, the Unit acts as a focal point and prepares reports and overviews on military information exchanged by participating States. The Unit also fosters implementation of Confidence and Security-building Measures (CSBMs) and develops assistance projects with regard to Small Arms and Light Weapons (SALW) and Conventional Ammunition.

Tasks and Responsibilities:

The post is located in the Forum for Security Co-operation Support Section in the OSCE Conflict Prevention Centre within the OSCE Secretariat. It is an extra-budgetary (ExB) post within the project "In support of strengthening capacities of Ukrainian authorities in preventing and combating illicit trafficking in weapons, ammunition and explosives in all its aspects" that is currently envisaged to last 3 years. In addition to this post, the project also comprises four other ExB posts.

Working under the direct supervision of the Project Officer, as Project Assistant, you will provide administrative, logistical, procurement and budgetary support by performing tasks of substantial variety and complexity that require the selection, interpretation and assembly of information and data from several sources in examining problems for which several possible solutions exist but which are normally covered by general practice. You will also assist in other extra budgetary projects, which are implemented within the Forum for Security Co-operation Support Section in the OSCE Conflict Prevention Centre, if requested.

More specifically, you will be tasked with the following:

1. Liaising with administrative units in the OSCE Secretariat, communicating administrative information to the field-based project team, and following up on administrative matters as required for the project implementation;
2. Drafting letters of invitation, participant lists, agendas, minutes and other materials; communicating with participants and speakers to confirm their participation and responding to their requests; arranging meeting facilities, audio-visual and other equipment; scheduling meetings, organizing official luncheons/dinners and receiving visitors;
3. Assisting in the development and implementation of project activities by liaising with counterparts and facilitating their participation, drafting terms of reference for the employment of consultants and implementing partners, and monitoring the implementation of activities and submission of reports by the implementing partners and consultants;
4. Performing all administrative tasks such as schedules and arrangements for meetings and other events, reservations, budget follow-up, research for information and reference material; preparing requests/documents, e.g. requisitions, travel requests/authorizations, expenditure authorizations, visa applications, etc.;
5. Using ERP, initiating and following up on actions related to requisitions, recruitment of consultants, training and study tours, purchase of services and goods, payments, travel authorizations requests/claims and dealing with all related inquiries;
6. Undertaking computer-based searches; collating, selecting and interpreting information necessary for the development of project activities and events; assisting in the preparation of papers and presentations by extracting/summarizing statistics;
7. Gathering and compiling data for project progress reports (quarterly and annual reports), monitoring and evaluation reports, including information about the implemented activities and funds utilized;
8. 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 supplemented by formal training in the field of administration or project management;
• Minimum of four years of administrative work or project methodology experience in an international environment, specifically in the field of SALW and Explosive Hazards;
• Experience in project planning, implementation and reporting;
• Ability to conduct research and collect information from a variety of sources;
• Excellent oral and written communication skills in English, knowledge of other OSCE languages, especially Russian would be an asset;
• 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;
• Digital literacy and proficient use of Microsoft Office (Outlook, Word, Excel and PowerPoint), internet; experience with an ERP software is an asset.

Remuneration Package:

Monthly remuneration, subject to social security deduction, is around EUR 4,600 (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. 

Please note that appointments are normally made at step 1 of the applicable OSCE salary scale.

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.

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.

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 63 years at the time of appointment as the incumbent selected is normally expected to carry out the contractual obligation of two years.