Senior Meetings Assistant

Job Posting Organization:
The Organization for security" style="border-bottom: 1px dotted #007bff !important;">Security and Co-operation in Europe (OSCE) is a prominent international organization that focuses on security-related issues across its 57 participating states. Established in 1975, the OSCE has a comprehensive approach to security that encompasses politico-military, economic, environmental, and human aspects. The OSCE aims to address a wide range of security concerns, including arms control, human rights, and counter-terrorism. The Office for Democratic Institutions and Human Rights (ODIHR) is a key institution within the OSCE, responsible for promoting democracy and human rights. ODIHR is active in election observation, democratic development, and the rule of law, and it organizes various human dimension events to support these goals. The organization operates in multiple countries and employs a diverse workforce dedicated to fostering peace and security.

Job Overview:
The Senior Meetings Assistant position is a short-term assignment that involves being placed on a roster for potential future opportunities within the OSCE. The successful candidates will be responsible for supporting the Human Dimension Meetings Unit within ODIHR, which is tasked with organizing and managing various human dimension events. The role requires a proactive approach to event planning, coordination, and participant support, ensuring that all logistical and administrative processes are efficiently managed. Candidates will be expected to contribute to the planning and execution of events, provide necessary information to participants, and assist in the organization of administrative processes. This position is crucial for maintaining the high standards of the OSCE's human dimension activities and requires individuals who can work effectively under pressure and manage fluctuating workloads.

Duties and Responsibilities:
The Senior Meetings Assistant will perform a variety of tasks under the supervision of the Human Dimension Meetings Officer. Key responsibilities include:

• Event Planning, Coordination, and Liaison: Taking the lead on specific aspects of event organization, contributing to the planning and delivery of events, and managing logistical arrangements.
• Participant Support: Providing information and support to stakeholders and participants, managing event aspects using ODIHR’s Conference and Registration System, and ensuring participants have access to necessary resources.
• Organization of Administrative Processes: Assisting in the management of administrative tasks, preparing correspondence and documentation, contributing to procurement processes, and managing records and databases.
• Other Duties: Providing backup support for the Human Dimension Meetings Officer and other unit members as required, and undertaking additional tasks as assigned. This role is integral to the successful execution of ODIHR's events and requires strong organizational and communication skills.

Required Qualifications:
Candidates must have completed secondary education, with additional training in business/public administration, protocol, event management, or related fields being desirable. A minimum of six years of relevant experience is required, including at least two years in an international organization or one year in supporting intergovernmental processes. Candidates should possess good organizational and planning skills, excellent drafting abilities for official correspondence, and the capacity to work both autonomously and collaboratively. Strong communication skills in English are essential, and knowledge of Polish or other OSCE languages, particularly Russian, is desirable. Proficiency in computer skills, including experience with Enterprise Resource Planning software and Virtual Meeting Platforms, is also required.

Educational Background:
The educational requirement for this position is a completed secondary education. Candidates with additional courses or training in relevant fields such as business administration, event management, or public administration will be viewed favorably. A high school diploma or equivalent (GED) is the minimum educational qualification necessary for consideration for this role.

Experience:
Candidates should have a minimum of six years of experience relevant to the duties outlined in the job description. This experience should include at least two years of work in an international organization or one year of experience in supporting or organizing intergovernmental processes or events. Experience in coordinating conference support and meetings programming is highly desirable, as it directly relates to the responsibilities of the Senior Meetings Assistant role.

Languages:
Fluency in English is mandatory for this position, with excellent written and spoken communication skills required. Knowledge of Polish or other OSCE languages, particularly Russian, is considered an asset and is desirable for candidates applying for this role. The ability to communicate effectively in multiple languages will enhance the candidate's ability to support diverse participants and stakeholders during events.

Additional Notes:
This position is a short-term contracted role with a full-time schedule. The monthly remuneration is approximately PLN 10,577, subject to social security deductions, and OSCE salaries are exempt from taxation in Poland. The organization provides participation in the Cigna medical insurance scheme and contributes to a pension-style fund. Appointments are typically made at step 1 of the OSCE salary scale. Candidates should be aware that the OSCE does not reimburse expenses related to interviews, tests, or relocation. The OSCE is committed to diversity and inclusion, encouraging candidates from various backgrounds to apply. The organization also emphasizes the importance of ethical conduct and professionalism among its officials.