Project Clerk

Organization for Security and Co-operation in Europe, Vienna, Austria

Skill Required:, Project/ Programme Management
Preferred Experience: 
2 years of relevant work experience
Closing Date for Applications: 
30th December, 2020

Job Description

  • Please note that this position is Extra-Budgetary (ExB) funded and is for 1 year. A possible extension is subject to the availability of funds.
  • 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, 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 Conflict Prevention Centre (CPC) with in the OSCE Secretariat plays a key role in supporting and co-ordinating the OSCE's activities in the field, in providing analysis and policy advice to the Secretary General (SG) and the Chairmanships, in leading work on all aspects of the conflict cycle, and in supporting the various formats dealing with protracted conflicts. The CPC also serves as the focal point in the Secretariat for co-ordinating and developing the OSCE's role in the politico-military dimension.
  • The Forum for Security Co-operation (FSC) is the main OSCE body dealing with the politico-military aspects of security and provides a forum for political dialogue for OSCE participating States. The FSC Support Section within the CPC supports the work of the FSC by providing technical support and expertise. In this respect, the Section acts as a focal point and prepares reports and overviews on military information exchanged by participating States. The Section also fosters implementation of Confidence and Security-building Measures and supports the participating States in providing equal opportunities for women in areas of arms control and non-proliferation of small arms and light weapons.

Tasks and Responsibilities 

  • Under the direct supervision of the CSBM Officer, Project Manager, the incumbent will provide administrative, logistical, procurement and budgetary support for the Extra Budgetary Project on “Disarmament and Non-Proliferation Education Partnership for the OSCE area”, Nr. 1101676. Specifically, the Project Clerk will be:
  • Scheduling meetings and co-ordinating timelines as well assisting with the participants` selection process by supporting the call for applications and the review of applications received;
  • Co-ordinating with ICT Services on setting up, maintaining and provide technical updates to the online training programme on the OSCE E-Learning Platform;
  • Supporting with the gathering and compiling of data for project progress reports (quarterly and annual reports) and assisting with monitoring of financial expenditures and drafting of progress reports (quarterly and annual reports);
  • Maintaining electronic and hard copy filing systems;
  • Supporting with handling the correspondence with the participants, donors, partners and the participating States;
  • Assisting with the organization of online live sessions by contacting the participants;
  • For the in-person training, arranging travel, visa, accommodation, official travel authorizations and travel claims for OSCE, non-OSCE officials and participants;
  • Maintaining an overview of all project-related expenditures by compiling and updating an electronic database;
  • Assisting in preparing and executing payments for suppliers, special service agreements, and implementing partners and providing input for the preparation of terms of reference and in the verification of financial reports;
  • Assisting in the monitoring the implementation of the project, preparation of evaluation forms, qualitative impact report, and visibility activities;
  • Providing administrative support for fundraising activities;
  • Performing other related duties as required.

Necessary Qualifications 

  • Completed secondary education supplemented by relevant training on maintaining of and working with the online education platforms;
  • At least two years of administrative, secretarial or clerical experience in an international environment;
  • Working experience within the area of gender, youth and politico-military issues as well as experience with project management methodology would be an asset;
  • E-communication skills, familiarity with e-learning platforms and working experience in creating multimedia content for online use would be an asset;
  • Professional fluency in the English language; knowledge of other OSCE languages would be an asset;
  • Computer literate with practical experience with Microsoft applications.


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