Senior Planning and Co-ordination 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. It has 57 participating States and operates in various countries across Europe, Central Asia, and North America. The OSCE addresses a wide range of security-related concerns, including arms control, human rights, and combating human trafficking. The OSCE Secretariat in Vienna supports the Chairpersonship and provides operational and administrative support to field operations. The Conflict Prevention Centre (CPC) plays a crucial role in coordinating OSCE activities and providing analysis and policy advice.

Job Overview:
The Senior Planning and Co-ordination Assistant is responsible for coordinating administrative and management issues within the Conflict Prevention Centre (CPC). This role involves monitoring ongoing CPC work to ensure timely responses to tasks, collaborating with various stakeholders, and supporting the Senior Adviser in managing the work plan and priorities. The position requires a proactive approach to planning and coordination, as well as the ability to enhance the visibility of the CPC's work through effective communication and outreach efforts. The incumbent will also assist in budget coordination and administrative support, ensuring that the CPC's objectives are met efficiently and effectively.

Duties and Responsibilities:

• Planning, Co-ordination, and Task Management: Support the planning and coordination of CPC tasks, manage the Senior Adviser’s work plan, and ensure timely responses from relevant staff.
• Budget Co-ordination: Prepare the department’s contribution to the unified budget proposal and follow up on CPC-related issues raised in the Advisory Committee on Management and Finance (ACMF).
• Communications and Visibility: Enhance the visibility of the CPC portfolio by developing and disseminating communications materials, ensuring effective information sharing, and promoting CPC achievements.
• Meeting and Event Co-ordination: Plan and coordinate large meetings, prepare invitations and agendas, and oversee follow-up actions.
• Administrative Support: Assist the Senior Adviser and CPC management with administrative issues, including recruitment and training coordination.
• Research, Drafting, and Information Management: Assist in drafting documents, conducting research, and collating materials for reports and work plans.
• Perform other related duties as required.

Required Qualifications:

• Completed secondary education, supplemented by equivalent experience.
• Minimum of six years of working experience in planning and coordination, preferably in an international environment.
• Ability to coordinate work across different departments and maintain regular contacts with clients.
• Strong analytical skills to identify problems and propose solutions.
• Understanding of performance-based programme budgeting and Enterprise Resource Planning (ERP) systems is an asset.
• Professional fluency in English with excellent drafting skills; knowledge of other OSCE working languages is an asset.
• Proficiency in Microsoft Office applications, especially Word, Excel, PowerPoint, and Outlook.
• Knowledge of the OSCE regulatory administrative framework is an asset.
• Ability to work as part of a diverse team while maintaining impartiality and objectivity.

Educational Background:
A high school diploma or equivalent is required. 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 for the position.

Experience:
The position requires a minimum of six years of relevant working experience in planning and coordination, with some experience in procedure development, preferably in an international context. Candidates with a university degree may have their experience requirements adjusted accordingly.

Languages:
Professional fluency in English is mandatory, with excellent drafting skills. Knowledge of other OSCE working languages is considered an asset, enhancing the candidate's profile for the position.

Additional Notes:
The position is a full-time, fixed-term contract at the General Services level (G6). The monthly remuneration is approximately EUR 5,580, 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. Appointments are typically made at Step 1 of the OSCE salary scale, with potential for higher initial appointments based on relevant experience. The OSCE is committed to diversity and inclusion, encouraging candidates from various backgrounds to apply. The mandatory retirement age is 65 years for contracted positions, and candidates should be aware that OSCE does not reimburse expenses related to the application process.