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.

Working under moderate supervision, the Administrative Assistant provides clerical and administrative support and facilitates process delivery in project administration by performing tasks that require the selection, interpretation and assembly of information and data for the execution of recurring patterns of work, as well as operating office equipment and computer applications, based on knowledge of standard practice and requiring a choice of methods to use. Moreover, the Administrative Assistant provides administrative and technical support in implementing project activities, including organizing technical co-operation and capacity-building events, supporting process delivery, the development and maintenance of databases, and providing project administration support.

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:

1. 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;

2. 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;

3. 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;

4. Consulting to clarify the application of relevant policies and procedures; retrieving information on administrative matters and the project from the SAP modules which have been designed to support results-based management;

5. 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;

6. Performing administrative tasks such as arrangements for meetings and other events, reservations, research for information and reference material; preparing requests/documents, e.g. requisitions, travel requests/authorizations, expenditure authorizations, visa applications; putting in place the necessary IT equipment and assisting in its operation, etc.;

7. 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.    

For more detailed information on the structure and work of the OSCE Secretariat and the OCEEA, please see and  

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 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:

Monthly remuneration, subject to social security deduction, is around EUR 4, times a year) depending on family status. OSCE salaries are exempt from taxation in Austria. Social benefits will include possibility of participation in the Cigna medical insurance scheme and the OSCE Provident Fund. 

Appointments are normally made at Step 1 of the applicable OSCE salary scale. In exceptional cases, an initial appointment at up to Step 3 may be considered. This depends on factors such as relevant experience exceeding minimum requirements or higher previous remuneration. Any such request by a candidate must be reviewed and approved by the OSCE before the appointment.

If you wish to apply for this position, please use the OSCE's online application link found under

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. 

Only those candidates who are selected to participate in the subsequent stages of recruitment will be contacted.

Candidates interviewed and found suitable in the recruitment process for this vacancy notice will be placed on a roster of suitable candidates (valid for three years) for fixed-term posts, should a suitable opportunity arise. The placement on a roster does not guarantee a future appointment or assignment.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see

The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization.

Candidates should be aware that OSCE officials shall conduct themselves at all times in a manner befitting the status of an international civil servant. This includes avoiding any action which may adversely reflect on the integrity, independence and impartiality of their position and function as officials of the OSCE. The OSCE is committed to applying the highest ethical standards in carrying out its mandate. For more information on the values set out in OSCE Competency Model, please see

Please note that for this position the OSCE does not reimburse expenses such as travel in connection with interviews, tests, visas and relocation.

Please be aware that OSCE appointments are subject to medical clearance. 

The mandatory retirement age at the OSCE is 65 years for contracted positions at the general service, professional and director level. The Organization shall apply an age limit of 62 years at the time of appointment as the incumbent selected is normally expected to carry out the contractual obligation of two years. 

Please be aware that the OSCE does not request payment at any stage of the application and review process.