Legal Assistant

Background:
Please note that this position is proposed for downgrade from G4 to G3 in the 2025 Unified Budget, hence the appointment will be made at the G3 level. This vacancy reflects the envisaged responsibilities at the G3 level.

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 the Secretary General (OSG) plays a key role in supporting the Secretary General in the effective implementation of his/her mandate and specific tasks given to him/her by the OSCE participating States. This includes primarily assisting the Secretary General in his/her activities, serving as a focal point for liaison and support to the Chairperson-in-Office, and co-ordinating tasks across the Secretariat. It groups horizontal services such as Executive Management, Communications and Media Relations, Legal Services, External Co-operation, Security Management, Gender Issues, Conference and Language Services, Central Records Management, and oversees the OSCE Documentation Centre in Prague (DCiP). The OSG ensures effective co-ordination of policy advice provided to the Secretary General and the Chairpersonship, and management decisions taken by the Secretary General.

The Office of Legal Affairs (OLA) provides legal services OSCE-wide with respect to public international law, internal justice matters, financial and contractual matters, and legal issues related to the structure and activities of the OSCE, including claims against it. OLA also advises on personnel matters, develops and strengthens the overall regulatory framework of the OSCE, and advises on its implementation, including with respect to international civil service law.

Tasks and Responsibilities:
The Legal Assistant assists the Senior Legal Administrator provide a wide range of general office support, central database management as well as other administrative and paralegal support to OLA. The incumbent also performs additional administrative backstopping functions for the Senior Legal Administrator, when requested. The Legal Assistant assists the Senior Legal Administrator carry out the main tasks necessary for the functioning of OLA by helping co-ordinate the full range of office manager administrative support functions, especially those related to archiving, travel and event management.
- Conducting research on assigned issues, using OLA’s archive and alternative sources, identifying and gathering background information, references, applicable precedents, statutes and citations for the preparation of legal opinions, agreements, reports, studies, presentations and other documents and requesting missing/connected information from requesting units within the OSCE executive structures;
- Supporting the Senior Legal Administrator carry out quality control for outgoing documents; types, formats, proofreads and prepares in final format, drafts, correspondence, legal documents, reports, articles, speeches, spreadsheets, forms, presentations, etc., which may involve the use of legal terminology, using standard office computer software, ensuring adherence to the Organization's pertinent style manual provisions; attending administrative meetings and preparing minutes as required;
- Helping maintain the legal filing system and legal reference library, registering documents issued by OLA in its archive, ensuring that all related correspondence and documentation are appropriately filed; helping maintain OLA’s intranet page; helping maintain, as necessary, the legal worklog, including by managing and registering individual task files; identifying and retrieving files/documents, as required;
- Helping maintain H/OLA’s schedule of appointments; assisting in organizing the logistics for meetings and preparing the necessary background documents and agendas, as well as IT equipment for online or hybrid events; liaising with counterparts on attendance; assisting in the preparation of presentation material; reserving meeting rooms and taking notes at meetings, if required;
- Performing administrative backstopping functions for the Senior Legal Administrator, when requested.

Necessary Qualifications:

- Completed secondary education; formal studies/training in office management, administration and/or legal/paralegal matters is an asset;
- A minimum of three years of