The OSCE has a comprehensive approach to security that encompasses politico-military, economic and environmental, and human aspects. It therefore addresses a wide range of security-related concerns, including arms control, confidence- and security-building measures, human rights, combating human trafficking, national minorities, democratization, policing strategies, counter-terrorism and economic and environmental activities. All 57 participating States enjoy equal status, and decisions are taken by consensus on a politically, but not legally binding basis.
The OSCE Secretariat in Vienna assists the Chairmanship in its activities, and provides operational and administrative support to the field operations, and, as appropriate, to other institutions.
The Office of the Secretary General (OSG) plays a key role in supporting the Secretary General in the effective implementation of her/his mandate and specific tasks given to her/him by the OSCE participating States. This includes primarily assisting the Secretary General in her/his activities, serving as a focal point for liaison and support to the Chairman-in-Office, and co-ordinating tasks across the Secretariat. The OSG ensures effective co-ordination of policy Organization for Security and Co-operation in Europe advice provided to the Secretary General and the Chairmanship, and management decisions taken by the Secretary General.
The Functional Review of the OSCE Secretariat is an initiative by the OSCE Secretary General to assess the present organizational framework of the OSCE Secretariat and to identify ways to improve its functioning, with the goal to strengthen the effective implementation of the Secretariat’s activities, mandates and programmes, simultaneously ensuring financial sustainability and good governance.
The Functional Review is implemented in two main phases: Phase 1 – Functional Analysis and Phase 2 – Alignment. The Functional Analysis, which was carried out from October 2021 to March 2022, focused on the diagnostics of the current organizational situation serving as the basis for the development of organisational adjustments and implementation of change activities. An extra-budgetary project “Functional Effectiveness of the OSCE Secretariat” will be set up to provide resources for implementation of Phase 2 initiatives.
Tasks and Responsibilities:
The Project Specialist will be a part of a small dynamic Functional Review Support Team, dedicated to advise and support the OSCE Secretariat to implement the Functional Review process. The team also manages the “Functional Effectiveness of the OSCE Secretariat” project. The Project Specialist will work in close collaboration with OSCE Secretariat Departments and Units providing technical inputs as well as planning, co-ordination and management support to the Functional Review process Phase 2 – Alignment, the affiliated change initiatives and the “Functional Effectiveness” project.
Under the direct supervision of the Senior Organizational Development Advisor to the OSCE Secretary General, and within delegated authority, the Project Specialist is expected to work with a high-degree of autonomy and the selected candidate will be performing the following responsibilities:
Implementation of the Functional Review Phase 2 Alignment:
Keeping overall track of implementation of the Functional Review process Phase 2 activities across the OSCE Secretariat; monitoring progress and achievement of results of the change projects; developing and implementing a monitoring and reporting system;
Supporting the implementation of the Functional Review governance mechanism and the work of Task Force, Advisory Group, Project Leads and Workings Groups in line with the Terms of Reference (ToR) of the Functional Review Support Team;
Participating in planning of specific change projects and initiatives, in collaboration with stakeholders support design of technical inputs and preparation of concepts and plans; managing and co-ordinating processes in support of planning and formulation of initiatives;
Conducting background work for change initiatives; reviewing and interpreting management and organisational data; preparing analysis and inputs to concepts, plans and strategies;
Participating in design and implementation of stakeholder engagement and feedback activities; preparing inputs to meetings, written communications, presentations and briefings to internal and external stakeholders;
Contributing to development of a “Change Toolkit” comprising methodologies, tools and approaches for management of change and improvement of management approaches in the OSCE Secretariat.Management of “Secretariat Functional Effectiveness” project:
Supporting management and implementation of the “OSCE Secretariat Functional Effectiveness” project in line with the OSCE project management framework and according to the applicable rules, regulations and procedures; ensuring correctness of documentation, financial management and timely preparation of project reports;
Setting up, and as needed revising, the implementation plan and timelines; tracking overall progress and achievement of project objectives; monitoring implementation of activities (Phase 2 projects) in close collaboration with project stakeholders; following through, taking timely decisions and addressing bottlenecks;
Planning and implementing administrative activities in support of a timely project implementation; ensuring timely delivery of project inputs, initiating and preparing documentation required for project implementation; initiating and following up on recruitment and contracting;
Managing project budget in line with OSCE financial rules and regulations and ensuring that funds are available for planned inputs; monitoring project expenditure and initiating corrective action as needed;
Preparing reports to donors in line with the reporting requirements and timelines of the project donors and reports to the project Steering Committee.
Performing other tasks as assigned.
Necessary Qualifications:
First-level university degree with specialization in strategic management, change management, project management; second-level university degree and project management certification are a strong asset;
A minimum of 6 years of work experience in strategic management, project management, change management at the international level, in public or private sector;
Professional fluency in English, both oral and written, including ability to draft analysis, reports and presentations in English;
Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
Ability and willingness to work as a member of team, with people of different cultural, and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity;
Computer literate with practical experience using Microsoft applications.
