Project Assistant

vor 2 Wochen

Wien, Österreich OSCE Vollzeit

**Background**:
Please note that this position is funded under an Extra-Budgetary (ExB) Project "In Support of Strengthening Capacities of Ukrainian Authorities in Preventing and Combating Illicit Trafficking in Weapons, Ammunition and Explosives in All its Aspects", which is expected to run until end of June 2024. The contract will be issued until 30 June 2024.

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 Conflict Prevention Centre (CPC) plays a key role in supporting and co-ordinating the OSCE's activities in the field, in providing analysis and policy advice to the Secretary General (SG) and the Chairpersonship, in leading work on all aspects of the conflict cycle, and in supporting the various formats dealing with protracted conflicts. The CPC also serves as the focal point in the Secretariat for co-ordinating and developing the OSCE's role in the politico-military dimension.

The Forum for Security Co-operation (FSC) is the main OSCE body dealing with the politico-military aspects of security and provides a forum for political dialogue for OSCE participating States. The FSC Support Unit within the Conflict Prevention Centre at the OSCE Secretariat supports the work of the FSC by providing technical support and expertise. In this respect, the Unit acts as a focal point and prepares reports and overviews on military information exchanged by participating States. The Unit also fosters implementation of Confidence and Security-building Measures (CSBMs) and develops assistance projects with regard to Small Arms and Light Weapons (SALW) and Conventional Ammunition.

**Tasks and Responsibilities**:
Under the direct supervision of the Project Officer, as Project Assistant, you will provide administrative, logístical, procurement and budgetary support for the Extra Budgetary Project "In Support of Strengthening Capacities of Ukrainian Authorities in Preventing and Combating Illicit Trafficking in Weapons, Ammunition and Explosives in All its Aspects", which is implemented within the Forum for Security Co-operation Support Section in the OSCE, and serves as the administrative focal point at the OSCE Secretariat for field-based project teams.

Specifically, as Project Assistant, you will be performing the following:
Liaising with administrative units in the OSCE Secretariat, communicating administrative information to the field-based project team, and following up on administrative matters;
Assisting with preparing meetings/events by drafting letters of invitation, participant lists, agendas, minutes and other materials, communicating with participants and speakers, arranging meeting facilities and organizing official luncheons/dinners and receives visitors;
Preparing and executing payments for suppliers, special service agreements, and implementing partners;
Providing inputs for the preparation of terms of reference, by assisting in the selection of service and goods providers, and in the verification of financial reports;
Arranging travel, visa, accommodation, official travel authorizations and travel claims for OSCE and non-OSCE officials;
Gathering and compiling data for project progress reports (quarterly and annual reports), monitoring and evaluation reports, including information about the implemented activities and funds utilized;
Preparing and maintaining documentation for the programme and preparing an overview of all project-related expenditures;
Overseeing flow of internal procurement approval;
Performing other duties as required.

**Necessary Qualifications**:
Completed secondary education supplemented by formal training in the field of administration or project management;
Minimum of 4 years of administrative work or project methodology experience in an international environment;
Prior professional experience in the field of SALW/Conventional Ammunition would be an asset;
Professional fluency in the English language, both oral and written;
Knowledge of other OSCE languages, especially Russian and/or Ukrainian 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 div

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