Mediation Support Assistant (G5)

Background:

Please note that this position is funded under an Extra-Budgetary (ExB) Project which runs until 31 December 2025. The contract duration is from 01 April to 31 December 2024; extension of the contract of the selected candidate is subject to funding availability.

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 Conflict Prevention Centre (CPC) plays a key role in supporting and co-ordinating the OSCE's activities in the field, in providing analysis and policy advice to the Secretary General (SG) and the Chairpersonship, in leading work on all aspects of the conflict cycle, and in supporting the various formats dealing with protracted conflicts. The CPC also serves as the focal point in the Secretariat for co-ordinating and developing the OSCE's role in the politico-military dimension.

Within the CPC, the Operations Service (OS) covers a broad variety of tasks, such as operational planning for the set-up, reorganization, and closure of field operations. It provides strategic advice and analysis on conflict cycle issues, including early warning, early action, conflict prevention, mediation, dialogue facilitation, mediation support, crisis management, post-conflict rehabilitation, and peacebuilding. It also contributes to the preservation of key institutional memory through the identification of lessons and best practices, primarilyrelated to operational issues, and including through the conduct of after action reviews. It also maintains a 24/7 Situation/Communications Room. In its efforts, it ensures operational liaison with other international organizations.

This post is located in the CPC/OS Mediation Support Team, which serves as the organization-wide focal point for dialogue facilitation and mediation support.

Tasks and Responsibilities:

The Mediation Support Assistant serves as a prime management and co-ordination support assistant to the Extra-Budgetary (ExB) Project "Tailoring Approaches to Further Enhance the OSCE's Mediation Support and Dialogue Facilitation Capacity" in all project-related activities.

Under the direct supervision of the Project Manager, you will assist the Mediation Support Officers in their provision of operational support and advice on mediation and dialogue facilitation processes. More specifically, as Mediation Support Assistant, you will perform the following tasks:

1. Organizing mediation training, coaching, workshops, and other eventsby making all administrative and logistical arrangements, drafting concept notes, providing suggestions for agendas, identifying speakers, preparing training material, compiling evaluation summaries, and drafting reports;
2. Supporting the Project Manager in the planning, implementation and completion of the ExB project, including drafting ExB proposals, project progress reports; financial and narrative reports, other project-related documents; monitoring project implementation and expenditure; preparing budget forecasts; reallocating expenses; requesting pledge advances, ensuring full pledge implementation prior to pledge expiration; and co-ordinating the activities of the Mediation Support Team (MST);
3. Conducting research, preparing background background information, and assisting with the preparation of presentations;
4. Maintaining and updating the roster of mediation and dialogue facilitation experts to enhance roster management and the quick selection of required experts;
5. Assisting in the production of mediation-related publications/operational guidance, including by hiring consultants, reviewing texts, overseeing workplans related to graphic design and publication, including in coordination with OSG/COMMS, as required;
6. Acting as a focal point for administrative and logistical issues by drafting notes, summaries, reports and minutes of MST meetings; distributing documents; maintaining electronic filing systems; scheduling meetings, receiving visitors, and preparing meeting rooms; drafting ad hoc correspondence; and assisting with other mediation-related activities, as required;
7. Backfilling for other administrative staff of the Section, as required.

For more detailed information on the structure and work of the OSCE Secretariat, please see https://www.osce.org/secretariat

Necessary Qualifications:

• Secondary education supplemented by formal training or studies administration, political science, international relations, project management or related studies or academic activities in the field of mediation, mediation support and dialogue facilitation;
• Minimum of four years of working experience in administrative support to project management in an international environment;
• Outstanding co-ordination and organizational skills, including prior experience in organizing trainings, coaching and workshops, combined with strong attention to detail;
• Accuracy in setting up and maintaining databases and complex filing systems;
• Experience in budgeting and monitoring expenditures, procurement and contracting;
• Ability to conduct research and collect information from a variety of sources;
• Professional fluency in English, with excellent written and oral communication skills; working knowledge of another OSCE official language(s), particularly German, is an asset;
• Problem-solving capability, including identifying creative solutions;
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
• Knowledge of OSCE administrative and financial regulations would be an asset;
• Knowledge of dialogue facilitation, mediation processes and mediation support is a distinct asset;
• 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;
• Computer literate with practical experience in Microsoft applications.

Remuneration Package:

Monthly remuneration, subject to social security deduction, is around EUR 4,400 a month 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. 

Please note that appointments are normally made at step 1 of the applicable OSCE salary scale. 

If you wish to apply for this position, please use the OSCE's online application link found under https://vacancies.osce.org/.

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.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see https://www.osce.org/participating-states.

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 https://jobs.osce.org/resources/document/our-competency-model.

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 the OSCE does not request payment at any stage of the application and review process.

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 63 years at the time of appointment as the incumbent selected is normally expected to carry out the contractual obligation of two years.