Project Assistant (G5)

Background:

This is an extra-budgetary post with a duration from until 28 February 2025. 

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, 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 Transnational Threats Department (TNTD), as part of the OSCE Secretariat in Vienna, Austria, plays a key role as the focal point of OSCE-wide programmatic activities aiming at countering transnational threats and ensuring co-ordination and coherence of action across all three OSCE dimensions, among all executive structures while respecting their mandates. 

The TNTD comprises the Co-ordination Cell (CC), the Strategic Police Matters Unit (SPMU), the Action against Terrorism Unit (ATU) and the Border Security and Management Unit (BSMU). 

As part of the TNTD, the Strategic Police Matters Unit (SPMU) was set up to assist the participating States upon their request to address threats posed by criminal activity and to support general police development and reform. The SPMU serves as the organization’s main focal point for all OSCE police-related activities. 

The SPMU is composed of nine team members: Head of SPMU, Deputy Head, six Police Affairs Officers and Administrative Assistant. 

Tasks and Responsibilities:

Under the overall supervision of the Adviser on Fight against Organized Crime, the successful candidate will be tasked with the following duties:

1. Drafting routine and non-routine correspondence (both on administrative and substantive project matters), working documents and background material pertaining to issues addressed through project activities, including concept notes and sections of project reports and briefing papers; putting documents into adequate style, language and format, and proofreading documents and editing texts for accuracy, grammar, punctuation and style in accordance with standard practices;
2. 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;
3. 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.;
4. Keeping track of pending matters and following up with other offices on deadlines, as well as on budget and expenditure for specific project outcomes, outputs and/or activities, giving estimates of costs for individual project activities and proposing budgetary and/or expenditure adjustments to supervisor;
5. 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;
6.  Performing other related duties as required.  

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

Necessary Qualifications:

• Completed secondary education, supplemented by specialized training or formal studies in administration and/or training delivery;
• A minimum of four years of working experience in administrative work or project management in international organizations;
• Experience in project planning, implementation and reporting;
• Ability to conduct research and collect information from a variety of sources;
• Excellent drafting and reporting skills;
• Procurement, contracting and/or budget management knowledge is an asset;
• Professional fluency in English with excellent communication (both oral and written) skills; knowledge of Russian and/or Romanian is a distinct 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;
• Computer literate with practical experience using Microsoft applications.

Remuneration Package:

Monthly remuneration is approximately EUR 4,200 depending on post adjustment and 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. Other allowances and benefits are similar to those offered under the United Nations Common System. 

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.