Policy Support Service Assistant

Vor 6 Tagen

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 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 Policy Support Service (PSS) serves as the Organization's primary point of contact on all matters concerning field operations; it monitors the implementation of the mandates of the individual field operations and advises the SG and the Chairpersonship on related policy and operational issues. It also analyses early-warning signals regarding the situation in the field and recommends the implementation of relevant preventive or reactive action. Support provided to the SG and the Chairpersonship includes background information, policy support and advice, input to speeches and travel files as well as drafting summary records. PSS facilitates the co-ordination of programmes and activities among field operations and with those of OSCE specialized units within the Secretariat and institutions and assists field operations with their input to the budget cycle process. PSS also provides support for the Chairperson-in-Office's representatives dealing with protracted conflicts and related formats.

The PSS is composed of four regional desks covering Eastern Europe, South-Eastern Europe, the South Caucasus and Central Asia.

Tasks and Responsibilities:
As Policy Support Service Assistant, you will report to the Senior Policy Support Officer, with the Deputy Director for Policy Support Service, acting as your second-level supervisor, and will hold the following duties:

- Drafting standard correspondence on the basis of instructions received and/or on the basis of own knowledge of the work, including letters and reports from notes and rough drafts. Drafting terms of reference for consultants and temporary staff, as well as other HR related forms. Compiling inputs submitted from Policy Support Officers;
- Distributing reports, internal office memorandums and other written material drafted by the Policy Support Officers. Checking all in/outgoing material submitted, for format and accuracy of detail in accordance with the OSCE Style Manual, and for grammatical and typographical accuracy, conformity with overall policy or specific instructions, typing, layout and use of correct channels of communication;
- Co-ordinating and collating information from PSS desks for PSS budget planning and monitoring. Monitoring and maintaining an overview of CPC/PSS budget expenditures and Budget forecasts;
- Obtaining background information, studies and other material required for use by the supervisor in preparing reports, work plans and studies; collating material and makes unofficial translations, as requested. Collecting input from PSS Regional Desks for the weekly Bilat and Troika meetings as well as for the SG's PC report;
- Referring unusual software or printer problems to the technical unit and ensuring that any hardware problems are immediately resolved. Ensuring the availability of office supplies (stationery, toner, paper) and contacting General Services or ICT as required;
- During the absence of Executive Assistant to DD/CPC-PSS, assuming the PSS related replacement duties and covering for CPC Planning and Co-ordination Officer as required
- Performing other duties as assigned.

Necessary Qualifications:

- Completed secondary education, supplemented by administrative training or equivalent experience;
- A minimum of four years of working experience in administration or provision of secretarial, administrative or clerical assistance; a university degree in a relevant field may be considered as a substitute for up to two years of working experience only to determine eligibility;
- Experience in setting up and maintaining databases and a complex filing system;
- Knowledge of the OSCE of comparable regulatory administrative framework is an asset;
- Very good knowledge of English, includ

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