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 Office of the Secretary General (OSG) plays a key role in supporting the Secretary General in the effective implementation of his/her mandate and specific tasks given to him/her by the OSCE participating States. This includes primarily assisting the Secretary General in his/her activities, serving as a focal point for liaison and support to the Chairperson-in-Office, and co-ordinating tasks across the Secretariat. It groups horizontal services such as Executive Management, Communications and Media Relations, Legal Services, External Co-operation, Security Management, Gender Issues, Conference and Language Services, Central Records Management, and oversees the OSCE Documentation Centre in Prague (DCiP). The OSG ensures effective co-ordination of policy advice provided to the Secretary General and the Chairpersonship, and management decisions taken by the Secretary General.

OSCE Conference and Language Services (CLS), as part of the Office of the Secretary General, provides professional support to the decision-making bodies of the OSCE and the respective delegations on matters dealing with the organization of meetings, including interpretation and translation, documents control, editing and word processing services. The Meetings Assistance Unit (MAU), as part of CLS, advises the Chairpersonship on OSCE Rules of Procedure and precedents governing the work of OSCE decision-making and other negotiating bodies, as well as meetings/conferences in and outside of Vienna, and supports the Chairpersonship in processing Draft Decisions, reporting (Journals, internal notes, records, summaries) and planning of meetings. It also assists in the preparation and chairing of meetings (agendas, speakers lists).

In light of a temporary staff absence, the MAU is currently looking for a Short Term Meetings Assistant for a period of five months and 29 days.

Tasks and Responsibilities:

The Short Term Meetings Assistant will, under the supervision of the Conference Officer, support the staff of the Meetings Assistance Unit in conducting their day-to-day activities. The work will include the following tasks:

1. Taking minutes at and writing summaries of meetings;
2. Assisting the chair of various meetings with administrative activities related to the organization of meetings including keeping the list of speakers during sessions, providing information on standard OSCE meeting procedures and developing schedules;
3. Compiling and drafting materials related to meetings, such as agendas and journals, including formulating titles for issues discussed under agenda items “Current issues” and “Any other business”;
4. Co-ordinating the editing of statements, reports and other documents to be attached to journals of meetings, in close contact with the Language Services and respective delegations;
5. Maintaining a documentation log of decisions, journals, agendas and other documents and computerized reference list of OSCE documents;
6. Performing other related work 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;
• A minimum of three years of directly relevant professional experience, preferably in an international environment;
• Understanding and knowledge of international relations; understanding of international security issues is an asset;
• Ability to work with minimum supervision;
• Proven interpersonal skills;
• Professional fluency in English with excellent written and spoken communication skills, including excellent capability in drafting, reporting and editing; knowledge of another OSCE working language would be an asset;
• Demonstrated gender awareness and sensitivity, and 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, subject to social security deduction, is approximately EUR 4,040. 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.

Additional Information

• Issued by: OSCE Secretariat
• Requisition ID: SEC000501
• Contract Type: Short-term/Temporary Short-Term Monthly
• Grade: G4
• Job Level: General Services
• Job Type: Contracted
• Number of posts: 1
• Location: SEC – OSCE Secretariat, Vienna
• Issue Date: Jul 8, 2024
• Closing Date: Jul 22, 2024
• Employee Status: Short-Term
• Schedule: Full-time
• Education Level: High School Diploma / (GED)
• Target Start Date: 2 September 2024