HR Assistant

Job Posting Organization:
The Organization for security" style="border-bottom: 1px dotted #007bff !important;">Security and Co-operation in Europe (OSCE) is a regional security organization established in 197

• It has 57 participating States and operates in various countries across Europe, Central Asia, and North America. The OSCE's mission is to promote peace, stability, and democracy through a comprehensive approach to security that encompasses politico-military, economic, environmental, and human aspects. The OSCE Secretariat in Vienna supports the Chairpersonship and provides operational and administrative support to field operations and other institutions. The Department of Human Resources (DHR) is responsible for ensuring that the OSCE has the necessary human resources capacity to implement its mandates effectively, setting policies, and providing services in talent acquisition, benefits administration, payroll, performance management, and employee relations.

Job Overview:
The HR Assistant position is crucial for the effective delivery of HR administration services within the OSCE. The selected candidate will report directly to the Human Resources Officer and will also work under the supervision of the Chief of the HR Administration and Policy Unit. This role involves performing structured administrative and protocol-related tasks that support staff members, ensuring accurate and timely processing of documentation related to visas, residence matters, and employment certificates. The HR Assistant will also be responsible for maintaining personnel records and providing client-oriented services related to HR administration processes. Given the nature of the role, regular office presence is required, and teleworking is typically not an option. The position is part-time, requiring 20 hours of work per week, and is funded until December 31, 2027, with the possibility of renewal based on performance and funding availability.

Duties and Responsibilities:
The HR Assistant will undertake a variety of tasks, including but not limited to: administering visa, legitimation card, and residence processes in compliance with established procedures; reviewing documentation for completeness and correctness; preparing standardized protocol correspondence and maintaining records; providing guidance to staff members on application procedures and documentation requirements; maintaining personnel documentation and administrative records; updating HR data in relevant systems; preparing standard HR certificates and attestations; performing routine HR administrative tasks in support of the Unit’s protocol, policy, and employee relations work; and ensuring accurate record-keeping and adherence to established procedures. The HR Assistant will also be responsible for addressing routine queries from staff and coordinating follow-up actions as necessary.

Required Qualifications:
Candidates must have completed secondary education, and training in general or office administration, protocol procedures, HR administration, or records management would be advantageous. A minimum of three years of relevant administrative or clerical experience is required, preferably in HR administration or protocol support. A university degree in a relevant field may substitute for up to two years of working experience. Candidates should have experience with administrative and office procedures, document review, and record-keeping systems. Proficiency in Microsoft Office applications is essential, along with strong attention to detail and accuracy in handling documentation. A client-service orientation and the ability to communicate clearly with staff from diverse backgrounds are also necessary.

Educational Background:
The minimum educational requirement for this position is a completed secondary education. Additional training in areas such as general or office administration, protocol procedures, HR administration, or records management would be considered an asset. While a university degree in a relevant field is not mandatory, it may be used to substitute for up to two years of relevant work experience when determining eligibility for the position.

Experience:
Candidates should possess at least three years of relevant administrative or clerical experience, ideally in HR administration or protocol support. Experience working with administrative and office procedures, document review, and record-keeping systems is essential. A university degree in a relevant field may be considered as a substitute for up to two years of working experience, which can help in determining eligibility for the role.

Languages:
Excellent oral and written communication skills in both English and German are required for this position. Proficiency in these languages is essential for effective communication with staff members and authorities. Knowledge of additional languages may be considered beneficial but is not mandatory.

Additional Notes:
This position is part-time, requiring 20 hours of work per week, and is funded until December 31, 2027, with the possibility of renewal based on performance and funding availability. The monthly remuneration is approximately EUR 1,800, subject to social security deductions, and OSCE salaries are exempt from taxation in Austria. Social benefits include the possibility of 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 in exceptional cases. The OSCE is committed to diversity and inclusion within its workforce and encourages qualified candidates from all backgrounds to apply. Candidates should be aware that OSCE officials are expected to conduct themselves in a manner befitting their status as international civil servants, maintaining integrity, independence, and impartiality.