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 his/her mandate and specific tasks given to him/her by the OSCE participating States. This includes primarily assisting the Secretary General in his/her activities, serving as a focal point for liaison and support to the Chairperson-in-Office, and co-ordinating tasks across the Secretariat. It groups horizontal services such as Executive Management, Communications and Media Relations, Legal Services, External Co-operation, Security Management, Gender Issues, Conference and Language Services, Central Records Management, and oversees the OSCE Documentation Centre in Prague (DCiP). The OSG ensures effective co-ordination of policy advice provided to the Secretary General and the Chairmanship, and management decisions taken by the Secretary General.
Conference and Language Services, as part of the OSG, provides professional support to the decision-making bodies of the OSCE and the respective delegations on matters dealing with the organization of meetings,including interpretation and translation, documents control, editing and word processing services.
Tasks and Responsibilities:
The Administrative Assistant will, under the supervision of the Senior Language Services Assistant, support the staff of Language Services in conducting its day-to-day activities. The work will include the following tasks:
Assisting in drafting schedules for the weekly assignments of the interpreters and translators;
Preparing lists for Hofburg Security, Documents Distribution and the Commissary;
Assisting in gathering interpreters and translators’ availability;
Assisting in gathering interpreters and translators’ personal and bank data;
Assisting in confirming/cancelling options of the interpreters and translators;
Assisting in arranging travel for LS staff and for interpreters and translators;
Assisting in filing/archiving contracts;
Performing any other tasks as required.
Necessary Qualifications:
Completed secondary education;
A minimum of three years of relevant experience;
Good administrative skills, ability to work with utmost accuracy and precision;
Computer literate with practical experience using Microsoft applications;
Excellent knowledge of Microsoft Excel and Adobe;
Professional fluency in English, both oral and written;
Working knowledge of another official OSCE language is an asset;
Ability to work under time pressure and with tight deadlines;
Experience of working in a multilateral/multicultural environment;
Ability to establish and maintain effective work relations with persons of different cultural and national backgrounds;
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.
