Administrative Assistant

Background: Please note that this position is Extra-Budgetary (ExB) funded with a contract duration until 31 December 2026. 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 Co-ordinator of OSCE Economic and Environmental Activities (OCEEA) deals with economic and environmental issues, operating under the premise that promoting economic prosperity and co-operation on environmental problems can contribute to international security and stability. Within this context, the Energy Security Team and this post carry out the implementation of a number of programmatic activities and projects to support OCEEA's mandates in the field of energy security, in particular with regards to the promotion of sustainable energy and energy efficiency, protecting critical energy networks, facilitating dialogue on energy security issues. Tasks and Responsibilities: The post is located in the Energy Security Team/Environmental Co-operation Unit within the OSCE Secretariat/Office of the Co-ordinator of OSCE Economic and Environmental Activities (OCEEA). It is an extra-budgetary (ExB) post within two ExB projects, namely the ExB project "Promoting women's economic empowerment in the energy sector for energy security and sustainability in Central Asia" and the ExB project “Promoting Green Ports and Connectivity in the Caspian Sea Region". Other posts in the unit include Senior Energy Security Adviser, Programme Officer, Energy Security, and Assistant Project Officer. The Administrative Assistant reports to the Senior Energy Security Adviser, while the Deputy Co-ordinator/Head of Environmental Activities acts as the second-level supervisor. More specifically, the Administrative Assistant will be tasked with the following: - Screening incoming correspondence and drafting forms for supervisor’s signature on non-technical aspects; providing relevant background/project information whenever necessary to supervisor(s); keeping track of pending matters, following up with other offices on deadlines; - Screening phone calls and visitors; responding to moderately complex information requests and inquiries as necessary, as well as referring queries to appropriate personnel for handling; - Drafting routine correspondence (both on administrative and substantive project matters) based on the existing patterns, templates or practice, such as terms of reference, background notes, reports, presentations and other communication materials; - Using ERP, initiating and following up on actions related to recruitment of consultants, training and study tours, purchase of equipment, payments, travel authorizations requests/claims and dealing with all related inquiries; - Maintaining an up-to-date filing system (both paper and electronic) and databases related to work, and monitoring and facilitating projects progress in close co-ordination with the project manager and relevant project parties, as well as assisting in preparing projects progress reports and other narrative and financial reports. Necessary Qualifications: - Completed secondary education, preferably supplemented by a degree in International Relations, Political Science, Energy or other relevant fields; - Training in office administration, protocol, records management or similar would be an asset; - At least three years of working experience in office and project administration; 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; - Thorough understanding of office procedures and practices, preferably in a multicultural environment; - Experience in project administration, providing support to managerial/professional staff and using administrative skills to assist in the execution of project development and implementation; - Proven experience of project assistance work in Central Asia, with demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into project tasks and activities; - Excellent oral and written communication skills in English and Russian; - Ability and willingness to work as a member of team, with people of different cultural, and religious backgrounds, different gender, and diverse political views, while maintaining impartial