Background:

The HR Administration Unit is currently seeking a temporary HR Assistant (G3) who should be recruited for a temporary engagement of 3 months starting as soon as possible.

A roster of suitable candidates may be established as a result of this selection process.

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 (DHR) ensures that the OSCE has the human resources capacity necessary to successfully implement its mandates. DHR sets the policies and provides services in the areas of talent acquisition, administration of benefits and entitlements, payroll, performance management, talent development, and policy and employee relations across the Organization.

The HR Administration Unit is part of the Department of Human Resources, and is responsible for planning, execution and control of human resources management programmes at the OSCE, such as compensation schemes, entitlements and benefits, social security packages, implementation of Staff Regulations and Rules. It provides the full range of HR support services to management and staff at OSCE, administration of contracts, benefits, entitlements, and participation in social security coverage.

Tasks and Responsibilities:

Under the overall supervision of the HR Officer, the incumbent will assist the HR Administration Team with day-to-day administrative duties, routine tasks, drafting correspondence and processing the paperwork. The work will include, but not limited, to the following tasks:

1. Processing leave management at the Secretariat and RFoM for all types of leaves: annual leave HR verification; leave report generation for the HR Administration Unit; certified & uncertified sick leave calculations, HR verification, coordination with the Medical Office of the Secretariat; adoption/maternity/paternity/SLWOP leave request management in Absences; administration of flexible working arrangements; year-end verification of leave balances;
2. Co-ordinating matters with the Austrian Federal Ministry of Foreign Affairs (MFA) regarding entry visas and legitimation cards (LK) for the OSCE staff members, their eligible dependents and non-staff (i.e. interns or domestic workers of our staff) who are hired by the OSCE Secretariat (except for the Conference Service staff) and for the Representative of the Freedom of the Media to be based in Vienna;
3. Drafting the Note Verbale for visa issuance; application forms for new LK, extensions, reissuance (lost/stolen), returns; reporting lost/stolen LKs and the reissuance; the confirmation of residency status of staff;
4. Replying to staff queries, assisting staff in applications, reviewing the application forms and supporting documents for compliance before submission;
5. Dispatching the correspondence and documents on a regular basis to the MFA; updating IRMA records on LK status;
6. Preparing attestations: employment certificates of OSCE service, social security coverage, Legitimationskarte status, statements of earnings, etc;
7. Maintaining HR-Staff-Admin-AT e-mail co-ordination;
8. Performing other related duties as required.

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

Necessary Qualifications:

• Completed secondary education;
• A minimum of two years of relevant administrative/HR work experience supplemented by specialized training such as secretarial training, computer qualifications, training in human resources or a related field;
• Strong administration skills;
• Accuracy, attention to detail and customer-service orientation;
• Ability to be discreet and maintain confidentiality;
• Professional fluency in English with excellent communication (both oral and written) skills; very good working knowledge in German; knowledge of other OSCE working languages 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;
• Computer literate with practical experience using Microsoft applications; knowledge of an HR ERP system such as Oracle would be an asset.

Remuneration Package:

Monthly remuneration, subject to social security deduction, is approximately EUR 3,290. OSCE salaries are exempt from taxation in Austria. Social benefits will include possibility of participation in the Cigna medical insurance scheme.

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.