Senior Secretary

vor 3 Monaten

Wien, Österreich OSCE Vollzeit

**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 Special Representative and Co-ordinator for Combating Trafficking in Human Beings (SR/CTHB) represents the OSCE at the political level on anti-trafficking issues. The Office of the SR/CTHB assists OSCE participating States in the implementation of commitments and full usage of recommendations set forth in the OSCE Action Plan to Combat Trafficking in Human Beings. The Office provides a co-ordinating function among OSCE structures and institutions involved in combating trafficking in human beings (CTHB) with a focus on the following activities: enhancing the awareness and understanding of THB across the OSCE region; policy planning and advocacy especially in the area of emerging trends of THB and effective approaches to combating THB; and direct assistance to participating States in practical and technical areas, at their request.

The incumbent functions as Senior Secretary under the direct supervision of the Special Representative (SR) and provides secretarial/administrative support to the Deputy Co-ordinator and also other professional staff of the OSR CTHB as required.

**Tasks and Responsibilities**:
Arranging, co-ordinating and updating the supervisor’s overall schedules; making appointments for the supervisor and maintaining his/her calendars - including monitoring OSCE, CiO and other relevant event calendars, internal and external meetings and duty travel;
Drafting correspondence in English and German on basis of own knowledge and sending courtesy and routine correspondence on behalf of professional staff;
Making travel arrangements for the SR and the Deputy Co-ordinator (and other senior members of the Office within capacity), preparing travel authorizations, ensuring that visas and travel documents are in order: completing claim forms; preparing annual travel cost estimation plan; monitoring actual travel undertaken and preparing periodic reports;
Organizing the procurement of supplies, equipment and services in line with CMRS; verifying the availability of funds; issuing Purchase Requisitions; obtaining quotations from designated vendors, controling the delivery of goods and services and confirming the delivery in the system;
Assisting Deputy Co-ordinator and professional staff in drafting Special Service Agreements (SSA) and co-ordinating their administrative implementation with relevant units of the Secretariat (DMF, Procurement, DHR, ICT), and upon
finalization of work ensuring that payment is effected; keeping record of related expenditures;
Checking all outgoing material submitted for the supervisor's signature or approval, for format, grammatical and typographical accuracy, conformity with overall policy or specific instructions, typing, layout and use of correct channels of communication, referring any discrepancies to the originating office;
Co-ordinating leave plans for the OSR CTHB, discussing individual leave schedules with officers and supervisors and obtaining approved leave slips for forwarding to the Personnel Unit;
Assisting staff of the Office with the implementation of document management IT solutions to include Jarvis and possible future platforms as well as with the development of appropriate filing systems;
Completing and submitting documentation for Austrian VAT refund, Austrian and OSCE ID cards and CIGNA claims/correspondence, etc. for Special Representative and Deputy Coordinator; as required, assisting the SR by liaising with landlords, banks, insurance providers, etc.;
Ensuring that all applicable administrative procedures and guidelines are implemented; during peak periods sharing the workload with the Administrative Assistant and replacing her/him during absences on leave. etc;
Co-ordinating IT support for the Special Representative and Coordinator;
Transmitting general requests for repairs to General Services/Building Management and monitoring completion;
Performing related duties as assigned including organizing agenda for staff meetings.

**Necessary Qualifications**:
Completed secondary education, supplemented by formal secretarial training;
A minimum of four years of clerical, secretarial and administrative experience;
Organizational skills and knowledge of the Organization’s administrativ

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