Project Assistant (G4)

Background:

Please note that these positions are funded under the Extra-Budgetary (ExB) projects "Healthy Online Information Spaces - SAIFE Renewed" and "No Security Without Media Freedom: FoM Dialogues" established at the Office of the RFOM. The contract duration will be until 01 February 2025; extension of contract 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.

Free expression and free media are basic human rights. To ensure compliance with media-freedom commitments agreed upon by participating States, the Office of the OSCE Representative on Freedom of the Media (RFoM) was established in December 1997. The function of the Representative is to observe relevant media developments in OSCE participating States with a view to providing early warning on violations of freedom of expression. The Representative concentrates on rapid response to serious non-compliance with OSCE principles and commitments by participating States. In case of serious problems caused, for instance, by obstruction of media activities and unfavourable working conditions for journalists, the Representative seeks direct contacts with the participating State and other parties involved, assesses the facts and contributes to the resolution of the issue. Another task is to assist participating States by advocating and promoting full compliance with OSCE principles and commitments regarding freedom of expression and free media. Assistance is typically provided in the form of legal analyses of legislation, organizing conferences and roundtables during which best practices are shared and promoted, preparing topical publications and guidebooks on media freedom matters and providing training seminars for media and government officials.

Tasks and Responsibilities:

As Project Assistant, you will support the Office in carrying out regular duties particularly in the administrative aspects and logistics of the ExB projects, in line with RFOM's mandate and project documents and budget, including the support of the organization of expert meetings and conferences. 

Working under the overall supervision of the Project Manager, as Project Assistant, you will provide administrative and logistical support in planning, implementing, monitoring, and evaluating project activities.

More specifically, you will be tasked with the following:

1. Assisting in project management by drafting documents, in particular agendas, invitations, lists of participants, evaluation forms, background papers, bios, thank you letters, recommendations, etc; obtaining and compiling background information required for preparing activities and documents; designing and drafting schedules and plans; providing inputs to project (financial) reports and contributing to drafting background materials to external events and meetings;
2. Communicating and co-ordinating with partners, experts, speakers and participants of events, including on logistical issues; storing contributions and communication in a structured and organized manner, and facilitating the efficient extraction of information;
3. Screening correspondence and information; providing relevant background/project information whenever necessary; keeping track of pending matters; following up with experts/colleagues on deadlines; exercising administrative/secretarial tasks by responding to routine requests for information, making arrangements and appointments for meetings with stakeholders, drafting meeting minutes, elaborating electronic and paper filing systems, ensuring project documentation is readily available;
4. Contributing to the preparation and organization of events/meetings/trainings including making travel and accommodation arrangements for project staff, consultants and participants, and assisting with travel logistics, visa support, allowances etc.; using Oracle-based Enterprise Resource Planning system;
5. Assisting the Project Manager with programmatic tasks including research, drafting and review of documents, and follow-ups;
6. Assisting in maintaining budgetary and expenditure overview and records, and ensuring timely payments of expenses and collection of relevant financial documents; support the preparation, monitoring and control of the project budget; maintaining an up-to-date filing system and databases related to work; contributing to other various substantive and administrative tasks, as required.   

For more detailed information on the structure and work of the OSCE Representative on Freedom of the Media, please see https://www.osce.org/representative-on-freedom-of-media

Necessary Qualifications:

• Completed secondary education;
• Training in office administration, protocol, records management or similar would be an asset;
• A minimum of three years of relevant work experience in the areas of project management, event planning and/or international relations; 
• Experience and/or good knowledge in the field of human rights, security, and digital technologies; 
• Good knowledge of OSCE modalities and mandate of RFoM would be an asset;
• Excellent organizational, time management, and communication skills, and previous experience in drafting and editing professional documents;
• Thorough understanding of office procedures and practices, preferably in a multicultural environment;
• Excellent oral and written communication skills in English; working knowledge of other OSCE official languages is 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;

Remuneration Package:

Monthly remuneration, subject to social security deduction, is around EUR 3,800 monthly 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.