Administrative Assistant

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. OSCE Ministerial Council Decision MC.DEC/9/11 of 7 December 2011 established the Transnational Threats Department (TNTD) as part of the OSCE Secretariat in Vienna, Austria. TNTD plays a key role as the focal point of OSCE-wide programmatic activities aiming at countering transnational threats and ensuring the co-ordination and coherence of action across all three OSCE dimensions among all executive structures, while respecting their mandates. TNTD comprises the Co-ordination Cell, the Action against Terrorism Unit, the Border Security and Management Unit and the Strategic Police Matters Unit. The Action against Terrorism Unit (ATU), operating under the Transnational Threats Department (TNTD) within the OSCE Secretariat, serves as a pivotal element in the organization's counter-terrorism efforts. Led by the Head of the Unit who reports directly to the TNTD Co-ordinator, the ATU stands as the central node for information, coordination, and implementation of counterterrorism activities. This unit embodies the OSCE's commitment to combating terrorism, as mandated by decisions from the Permanent and Ministerial Council meetings, especially in enforcing the "OSCE Consolidated Framework for the Fight against Terrorism" as per PC Decision No. 1063. Tasks and Responsibilities: - Screening incoming correspondence and drafting reply 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 and background notes; putting them into adequate style, language and format; proofreading documents and editing texts for accuracy, grammar, punctuation and style in accordance with standard practices; - 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; - Performing other duties as assigned. Necessary Qualifications: - Completed secondary education; - Training in office administration, protocol, records management or similar would be an asset; - A minimum of four years of working experience in office 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; - Professional fluency in English with excellent communication (both oral and written) skills; working knowledge of Russian 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 diverse political views, while maintaining impartiality and objectivity; - Digital literacy and proficient use of Microsoft Office (Outlook, Word, Excel), internet; experience with an ERP software is an asset. **Remuneration Package**: The OSCE retains the discretion to re-advertise/re-post the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration. Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States Please note that for this position the OSCE does not reimburse expe