Job: Conference Officer

Location: Vienna
Deadline: Sunday, 25 August 2013 

Description

Organization Name

OSCE Secretariat, Department of Management and Finance/Conference Services

Location

Vienna,AT

Grade

P3

Closing Date of application

25-08-2013

No. of Posts

1

Background

The Department of Management and Finance is the largest department in the OSCE Secretariat and is responsible for managing the material and financial resources of the Organization.

Conference Services, as part of this Department, provides professional support to the Chairmanships of 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

Under the overall supervision of the Deputy Director, Conference Services, the incumbent shall perform the following functions:

• Providing substantive support to the Chairpersons of OSCE meetings and decision-making bodies before, during and after their meeting sessions; supporting and assisting to the Chairperson of the Advisory Committee on Management and Finance (ACMF), delegations of participating States and the Chairmanship on the rules of procedure, working methods and precedents;
• Closely following and remaining fully informed about the Organization's activities and policies; obtaining full knowledge of OSCE Rules of Procedure, regulations, practices and precedents relevant to the various negotiating bodies to ensure a correct and consistent approach for the preparation, conduct and follow-up of meetings;
• Assisting in the preparation and circulation of draft decisions and proofreading their texts prior to distribution to all participating States; Initiating and guiding the on-going formatting and editing of documents under negotiation; ensuring their consistency with other OSCE documents, proceedings/negotiations and the OSCE editorial style;
• Providing assistance for the preparation and issuance of official documents; drafting and issuing journals of regular OSCE meetings/conferences;
• Co-ordinating the process of compiling annual compendiums of Ministerial Council documents, by proposing their structure and contents to the Chairmanship and guiding the work of the Documents Control Unit;
• Recommending approval of the structure and contents of the annual reference manual 'OSCE Decisions' in co-ordination with the Documents Control Unit and the Prague Office;
• Assisting the Chairpersons in the preparation and circulation of meeting agendas in accordance with rules of procedure, and acting as the main focal point for Chairpersons on organizational and procedural matters; ensuring the good order and smooth running of meetings;
• Drafting Chairperson's Summaries, meeting records/internal notes for the participating States and OSCE executive structures; co-ordinating with other units/sections and improving the format and wording of their contribution to joint notes and summaries; preparing final drafts for clearance by respective Chairpersons;
• Assisting Chairpersons and their subsidiary bodies in the planning and co-ordination of meeting schedules; remaining fully informed about planning needs of Chairmanships, procedural aspects of scheduling meetings, availability of resources and standard requirements for providing interpretation services;
• Providing substantial editorial, administrative and procedural support to the Deputy Director, Conference Services;
• Supervising and guiding the work of the Meetings Assistance Unit, including editing and approving their notes and reports;
• Performing other related duties as required.

Necessary Qualifications

• University degree in social or political science, international relations, law or another related field; an advanced university degree in a relevant field is an asset;
• A minimum of six years of progressively responsible professional experience, including some experience at the international level and/or in external relations or conference services;
• Established ability to follow and summarize complex political and budgetary discussions and developments and to communicate clearly and concisely both orally and in writing;
• Ability to liaise on a political level and to provide expertise;
• Ability to plan and organize work of a unit and to work independently and on own initiative;
• Sound knowledge of international politics and diplomacy and political judgment; strong interpersonal and negotiating skills;
• Knowledge of documentation and conference services procedures;
• Professional fluency in English including excellent written and oral communication skills; fluency in at least one other OSCE language is desirable;
• Computer literate with practical experience in Microsoft packages;
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
• Ability to establish and maintain effective working relations with people of different national and cultural backgrounds whilst maintaining impartiality and objectivity.

Remuneration Package

Monthly remuneration will vary between EUR 5,779 (single rate) and EUR 6,191 (dependency rate) depending on post adjustment and family status. OSCE salaries are exempt from taxation in Austria. Social benefits will include possibility of participation in the Vanbreda medical insurance scheme and the OSCE Provident Fund. Other allowances and benefits are similar to those offered under the United Nations Common System.

Appointments are normally made at step 1 of the applicable OSCE salary scale. At the discretion of the appointing authority a higher step may be approved up to a maximum of step 3 subject to specific conditions.

How To Apply

If you wish to apply for this position, please use the OSCE's online application link found under http://www.osce.org/employment .

The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/who/83 .

The OSCE is committed to achieving a better balance of women and men within the Organization. Female candidates are particularly encouraged to apply.

The OSCE is a non-career organization committed to the principle of staff rotation, therefore the maximum period of service in this post is 7 years.

No application fees or information with respect to bank account details are required by OSCE for our recruitment process.

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