Administrative Assistant

Job Posting Organization:
The Organization for security" style="border-bottom: 1px dotted #007bff !important;">Security and Co-operation in Europe (OSCE) is an intergovernmental organization founded in 1975, with a mission to promote peace, stability, and democracy in Europe. The OSCE has 57 participating States and operates in various countries, focusing on a comprehensive approach to security that includes politico-military, economic, environmental, and human aspects. The OSCE Secretariat, located in Vienna, provides operational and administrative support to field operations and other institutions, ensuring that all participating States enjoy equal status and that decisions are made by consensus.

Job Overview:
The Administrative Assistant position is situated within the Energy Security Team of the Office of the Co-ordinator of OSCE Economic and Environmental Activities (OCEEA). This role is crucial for providing clerical and administrative support to facilitate project administration and the execution of various programmatic activities related to energy security. The Administrative Assistant will work under moderate supervision, assisting in the implementation of projects aimed at promoting sustainable energy and energy efficiency, as well as protecting critical energy networks. The position requires a proactive approach to managing administrative tasks, supporting technical cooperation, and maintaining databases, all while ensuring effective communication and coordination among team members and stakeholders.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a wide range of duties, including but not limited to: screening incoming correspondence and drafting forms for supervisor’s signature; providing relevant background information to supervisors; tracking pending matters and following up on deadlines; managing phone calls and visitors; responding to information requests; drafting routine correspondence and communication materials; consulting on policies and procedures; retrieving information from SAP modules; initiating actions related to recruitment, training, and procurement; arranging meetings and events; maintaining filing systems and databases; monitoring project progress; and assisting in preparing progress reports and financial documentation. This role requires a high level of organization, attention to detail, and the ability to work collaboratively in a multicultural environment.

Required Qualifications:
Candidates must have completed secondary education, preferably supplemented by a degree in International Relations, Political Science, Energy, or other relevant fields. Training in office administration, protocol, or records management is considered an asset. A minimum of three years of working experience in office and project administration is required, although a university degree may substitute for up to two years of experience. Candidates should possess a thorough understanding of office procedures, preferably in a multicultural setting, and have experience in project administration, supporting managerial staff, and integrating gender perspectives into project tasks.

Educational Background:
The position requires a completed secondary education, with a preference for candidates who have a degree in relevant fields such as International Relations, Political Science, or Energy. Additional training in office administration or related areas would be beneficial and enhance a candidate's qualifications for the role.

Experience:
Candidates should have at least three years of relevant working experience in office and project administration. Experience in project assistance work, particularly in Central Asia, is highly valued, as is a demonstrated ability to integrate gender awareness into project activities. A university degree may be considered as a substitute for up to two years of required experience, which is important for determining eligibility for the position.

Languages:
Excellent oral and written communication skills in English and Russian are mandatory for this position. Proficiency in these languages is essential for effective communication within the team and with external stakeholders. Additional language skills may be considered an asset but are not explicitly required.

Additional Notes:
This position is classified as a Local Contracted role at the General Services level (G4) and is a full-time position with a fixed-term contract until December 31, 202

• The monthly remuneration is approximately EUR 4,160, subject to social security deductions, and OSCE salaries are exempt from taxation in Austria. Social benefits include participation in the Cigna medical insurance scheme and the OSCE Provident Fund. The OSCE is committed to diversity and inclusion, encouraging qualified candidates from all backgrounds to apply. The organization emphasizes the importance of ethical conduct and impartiality among its officials.