Integrated Resource Management Assistant (G5)

Background:

Please note that funding for this position is secured until 31 December 2025, with possibility of further extension, subject to funds availability.

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 OSCE Secretariat’s Department of Management and Finance (DMF) is responsible for managing the material and financial resources of the Organization. The objective of DMF is to provide efficient and effective management of non-staff resources in support of OSCE programmatic activities. It provides policy guidance on the management of OSCE financial and material resources and develops and maintains OSCE Financial Regulations and Rules and Financial Administrative Instructions. DMF consists of Budget and Finance Services, Mission Support Section, Information and Communication Technology Section and the Information Security and Co-ordination Unit.

The Budget and Finance Services Section is responsible for co-ordinating and supporting the programme planning and budgeting process in general, including providing policy guidance and support to the Secretariat, OSCE Institutions and Field Operations. The Budget and Finance Services Section consists of the Accounts and Treasury Unit and Integrated Resource
Management Unit. 

Tasks and Responsibilities:

The post is located in the Integrated Resource Management Unit.

As Integrated Resource Management Assistant, you will be directly reporting to the Extra-budgetary Contributions and Financial Analysis Officer and the Chief, Integrated Resource Management Unit will be your second-level supervisor. 

You will provide technical and administrative support and facilitate process delivery in pledge administration and Unified Budget planning and implementation by performing tasks that require the selection, interpretation and assembly of information and data for the execution of recurring patterns of work, as well as operating office equipment and computer applications, based on knowledge of standard practice and requiring a choice of methods to use. Working together with other members of the Unit and Section, you will implement improvements in the extra-budgetary and Unified Budget processes with the use of new technology and best practices.

More specifically, you will be tasked with the following:

1. Registering and administering extra-budgetary pledges, including recording pledges in the Grants Module of Oracle, preparing pledge acceptance and receipt acknowledgement letters, daily review of extra-budgetary and third-party income received, allocating income received or advance authorizations to projects, controlling foreign currency pledges and effecting related FX adjustments in Oracle, and re-allocating funds between tasks and across projects;
2. Assisting with the preparation of quarterly, annual and ad hoc financial reports to management and the preparation of the report of extra-activities to be included in both the annual financial statements and the Annual report; assisting in preparation of periodical reports to the donors;
3. Administering Indirect Common Costs (ICC), including budgeting of ICC at the project/pledge level and ensuring that a correct burdening schedule is activated for the pledges received as well as the administration and control over earned ICC revenue allotments under respective reserve and allotment projects;
4. Providing technical support to project managers and donors, including training on the Grants Oracle Module and DelWeb to OSCE staff and delegates, supporting project managers and project staff on pledge-related requests, supporting the CiO or their Liaison Officers in the setup and implementation of their Extrabudgetary (ExB) activities and related internal OSCE procedures, performing User Acceptance Testing (UAT) of planned upgrades of Grant Oracle Module;
5. Participating in the review of the Unified Budget cycle submissions from all executive structures including from individual Secretariat programmes to ensure compliance of narrative as well as financial part with CRMS and technical guidelines, and to identify anomalies that arise between financial data and text;
6. Preparing regular and ad hoc budget and expenditure reports for senior management and participating States, and providing the necessary analysis to support the reports and explanations on the status of budget implementation in OSCE;
7. Making proposals for streamlining the extrabudgetary and budget processes, operational procedures and workflows;
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;
• Additional specialized training or formal studies in business planning, accounting, financial management or other field relevant to the work is highly desirable;
• At least four years of experience in budgeting, accounting, donor funds administration or finance in an international governmental or commercial organization;
• Good understanding of relevant procedures, channels of communication and regulatory requirements; 
• Good knowledge of general ledger and grants accounting modules of ERP applications (preferably Oracle) and excellent Excel skills is required; practical experience with other Microsoft Office applications;
• Ability to work accurately and pay attention to detail;
• Ability to work accurately with figures and to maintain accurate records;
• Thorough knowledge of general administrative and financial management procedures and practices;
• Ability to review and interpret data, identify and resolve data discrepancies;
• Excellent oral and written communication skills in English; knowledge of another official OSCE language is desirable;
• 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.

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.