HR Administration Assistant G4

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 across Europe, Central Asia, and North America. The organization focuses on a comprehensive approach to security that includes politico-military, economic, environmental, and human aspects. The OSCE Secretariat, based in Vienna, provides operational and administrative support to field operations and other institutions, ensuring that the organization meets its security priorities effectively. The Department of Human Resources (DHR) plays a crucial role in maintaining a capable workforce and developing HR policies that align with the organization's goals.

Job Overview:
The HR Administration Assistant position is integral to the Department of Human Resources at the OSCE, focusing on the accurate and timely delivery of HR administrative services. The incumbent will be responsible for handling various HR processes for staff and other personnel categories, including interns and non-OSCE officials. This role requires a strong understanding of HR rules and procedures, as well as the ability to manage sensitive information with discretion. The HR Administration Assistant will work closely with HR Officers and senior colleagues to ensure smooth execution of HR processes, while also maintaining regular communication with clients in the Secretariat and other OSCE units. The position demands a proactive approach to problem-solving and the ability to handle routine inquiries effectively, contributing to the overall efficiency of the HR administration function.

Duties and Responsibilities:
The HR Administration Assistant will perform a variety of tasks, including but not limited to: managing leave administration by receiving, checking, recording, and following up on leave requests; administering protocol and residence processes, including visa and OSCE ID management; carrying out routine HR administration for interns and other specified personnel categories; maintaining accurate and confidential personnel records; providing HR administration support to missions, including preparing standard correspondence and tracking personnel status; monitoring shared HR administration channels and responding to routine inquiries; and providing administrative and secretarial support to the Chief of Unit. The role requires attention to detail and the ability to manage multiple tasks simultaneously, ensuring that all HR administrative processes are executed efficiently and in accordance with established guidelines.

Required Qualifications:
Candidates must have completed secondary education, supplemented by specialized training in human resources, personnel administration, or a related field. A minimum of four years of working experience in an administrative function is required, preferably in human resources or an international environment. Experience in applying established administrative procedures, maintaining confidential records, and drafting official correspondence is essential. Candidates should demonstrate strong organizational skills, accuracy, and the ability to handle sensitive information with discretion. Proficiency in English, both oral and written, is mandatory, while knowledge of German or another OSCE regional language is considered an asset. Familiarity with Microsoft applications and experience with ERP/HR information systems are also desirable.

Educational Background:
The position requires a completed secondary education, with additional specialized training in human resources, personnel administration, office administration, or a related field. A university degree in a relevant area may substitute for up to two years of required working experience, which is beneficial for determining eligibility for the role.

Experience:
The ideal candidate should possess a minimum of four years of relevant working experience in an administrative role, with a preference for experience in human resources or within an international or multicultural setting. This experience should include familiarity with established administrative procedures and the ability to manage confidential personnel records effectively.

Languages:
Fluency in English is mandatory for this position, with excellent oral and written communication skills required. Knowledge of German is particularly advantageous, and proficiency in another language from the OSCE region would be considered a valuable asset.

Additional Notes:
This position is a full-time, fixed-term contract at the G4 level within the General Services category. 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. Appointments are typically made at Step 1 of the OSCE salary scale, with the possibility of starting at Step 3 in exceptional cases based on relevant experience or previous remuneration. The OSCE is committed to diversity and inclusion, encouraging candidates from all backgrounds to apply. The organization does not reimburse expenses related to the application process, and candidates must be aware that appointments are subject to medical clearance. The mandatory retirement age for contracted positions is 65 years.