Senior Administrative Assistant

vor 5 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 Office of Internal Oversight (OIO) is part of the OSCE Secretariat in Vienna, Austria. OIO is responsible for planning and delivering internal audits, investigations, and independent evaluations of the Organization's activities, including field operations. The work of OIO assures the adequacy of governance, risk management, and internal control, ensures compliance with the Organization's internal control framework, and enhances performance and the efficiency and effectiveness of operations.

**Tasks and Responsibilities**:
As Senior Administrative Assistant, you will support the Office of Internal Oversight by carrying out substantive administrative tasks, including the preparation and tracking of the Office’s operational budget and annual report.

Under the supervision of the Director of Internal Oversight (D/OIO), as Senior Administrative Assistant, you will perform the following duties:
Providing support for the Office's programmatic quality assurance; co-ordinating activities related to the follow-up of oversight activities, including the dissemination of draft and final report, management response receipt; ensuring through copy editing that final oversight reports are logically consistent and conform to internal OIO guidelines and OSCE style standards;
Assisting in the administration of OIO's Performance Based Programme Budgeting (PBPB) related activities and monitoring the Office's operational budget and expenditure; performing calculations for D/OIO in preparation for the Office's Unified Budget Proposal (UBP) submission; drafting proposals for the project-based management of the Office's operational budget; monitoring the Office's operational spending by running the relevant reports in Oracle; preparing regular expenditure forecasts for OIO management;
Performing secretarial and administrative duties, including correspondence: receiving, screening, recording and identifying incoming messages; drafting correspondence in one or more languages; checking outgoing material for conformity with the OSCE Style Manual; scheduling appointments and maintaining an appointment calendar for D/OIO; acting as Travel Arranger for OIO, preparing travel authorizations, ensuring that visas are obtained in time, and assisting with the completion of claim forms; preparing procurement requisitions in Oracle for review and approval by D/OIO; participating in the drafting of terms of reference for special service agreements and short-term assistance;
Maintaining office records; maintaining and updating the work area's files of reference material;
Researching and compiling material as required; identifying D/OIO’s need for specific information; researching and compiling background material required by D/OIO for the preparation of papers, briefs, correspondence and various presentations; preparing papers, graphics and PowerPoint presentations as required;
Providing administrative support for meetings; arranging meetings and workshops; taking minutes at meetings and preparing a first draft of the minutes for the consideration of D/OIO; ensuring and supporting regular OIO management and staff meetings and preparing minutes; preparing and co-ordinating OIO's annual planning retreat;
Performing other related duties as assigned.

**Necessary Qualifications**:
Completed secondary education, supplemented by secretarial and administrative training;
A minimum of six years of secretarial and administrative experience, preferably in an international set up;
Knowledge of administrative and financial regulations of international organizations, and a thorough knowledge of the field of work and various channels of communication are necessary;
Accuracy in keeping a filing and records system, and ability to work with numbers;
Ability to conduct independent research and collect information from a variety of sources;
Excellent written and oral communication skills in English; knowledge of German and another official language of the OSCE would be an asset;
Digital literacy and proficient use of Microsoft Office (Outlook, Word, Excel and PowerPoint), internet;
Experience with an ERP software is an asset;
Demonstrated gender awareness and sensitivity, and an ability to int

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