Project Assistant

vor 2 Wochen

Wien, Wien, Österreich OSCE Vollzeit

Background:


This is an extra-budgetary post with a duration until 31 July 2023 with the possibility of an extension, pending 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 Chairmanship in its activities, and provides operational and administrative support to the field operations, and, as appropriate, to other institutions.


The Transnational Threats Department (TNTD) was created in the OSCE Secretariat with a view to ensuring better co-ordination, strengthened coherence of action and more efficient use of OSCE's resources in addressing transnational threats.

It supports the Secretary General in functioning as the focal point of the Organization-wide programmatic activities that relate to countering transnational threats and in ensuring co-ordination and coherence of action across all three dimensions and among all OSCE executive structures, while respecting their mandates.


The Project Assistant will provide assistance in the implementation of the extra-budgetary project "Increasing Operational Awareness of Border Security and Management Officers to Detected Forged Documents and Impostors at border crossing points of the OSCE Participating States and Partners for Co-operation".


Tasks and Responsibilities:

Liaising with different units in the OSCE Secretariat; following up on administrative matters; supporting project activities, drafting letters of invitation, participant lists, agendas, minutes of the meeting, presentations, surveys, evaluations, and other project-related materials;
Providing inputs for the preparation of terms of reference for experts, service, venues and goods providers, participating in the verification of financial reports, and preparing and executing payments for suppliers and vendors;
Communicating with participants and experts to confirm their participation and respond to their requests; attending relevant meetings and events, and drafting minutes/reports of events attended;
Supporting efficient flow of internal procurement and travel preparations and approval, including arranging supplier and vendor forms; raising and updating purchase requisitions; verifying and confirming delivery of goods, services, and venues; arranging travel, official travel authorizations, visas, and subsequent travel claims for OSCE and non-OSCE officials; processing travel requests; arranging meetings/training facilities for in-person and hybrid participation, audio-visual tools, equipment for interpretation, and other technical requirements;
Assist the Project Manager in reporting by gathering and compiling data for project progress and self-evaluation reports (quarterly and annual reports), monitoring and evaluation reports, including information about the implemented activities and funds utilized; drafting narrative and financial reports on the implementation of the project;
Preparing and maintaining electronic and hard copy filing systems of the project documents;
Performing other related tasks as assigned.

Necessary Qualifications:

Completed secondary education, supplemented by post-secondary education or training in the field of administration or project management;
A minimum of three years of administrative work or project methodology experience;
Experience in drafting correspondence and reports;
Experience requiring research and analytical skills;
Previous experience in organizing meetings and conferences;
Professional fluency in English with excellent communication (both oral and written) skills; knowledge of other OSCE languages is 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;

Remuneration Package:

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


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.


Please note that for this position the OSCE does not reimburse expenses such as travel in connection with interviews, tests, visas and relocation.


Issued by:
OSCE Secretariat

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