Job: Programme Secretary (RFoM)

Organization Name

OSCE Office of the Representative of Freedom of the Media

Location

Vienna,AT

Grade

G4

Closing Date of application

29-10-2013

No. of Posts

1

Background

The OSCE Representative on Freedom of the Media (RFoM) observes media developments in all 57 OSCE participating States. The Office provides early warning on violations of freedom of expression and promotes full compliance with OSCE press freedom commitments.

Tasks and Responsibilities

Within a team of 16 staff members and under the supervision of the Senior Administrative Assistant, the incumbent will perform administrative, secretarial and record-keeping functions and will provide support for the administration of voluntary contributions for the promotion of freedom of the media. More specifically:

• Assisting in the co-ordination of activities related to the RFoM mandate, maintaining the consolidated office calendar, co-ordinating and monitoring deadlines in co-operation with the OSCE Secretariat and the Chairman in Office, informing the supervisor of any further action required;
• Distributing relevant information on office activities such as conferences and round tables, past and planned projects, RFoM publications, press releases or interventions by the Representative to delegations, non-governmental organizations, Institutions, donors and others, as appropriate; monitoring press clipping and building up and maintaining documentation on individual projects/countries;
• Reviewing and registering incoming documents and mail, bringing important or urgent matters to the attention of supervisor(s), keeping records of pending matters, ensuring that requests addressed to the office are forwarded to the responsible officers;
• Keeping an overview of internal and external conferences to which RFoM staff might be required to travel officially for information, making arrangements for duty travel including obtaining tickets, advances, visas, arranging accommodation, etc.;
• Making arrangements for public presentations, social events, organizing meetings, sending out agendas and background material, distributing minutes;
• Recording receipts and payments, assuring accuracy of computation and completeness of documents, preparing payment instructions for projects under budget, maintaining the relevant administrative and financial files, as well as other information material;
• Ordering office supplies, replacing colleagues in the office during their absence, preparing correspondence and ensuring use of correct channels and procedures;
• Performing other related duties as required.

Necessary Qualifications

• Completed secondary education supplemented by secretarial training; basic accounting skills would be an asset;
• Three years of administrative and some secretarial and clerical experience;
• Working knowledge of English; very good knowledge of German; knowledge of other OSCE working languages would be an asset;
• Knowledge of computer applications (word processing, spreadsheets);
• Knowledge of the Organization's administrative regulations;
• Customer service oriented;
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
• Ability to work in a team and establish and maintain effective working relationships with people of different national and cultural backgrounds whilst maintaining impartiality and objectivity.

Remuneration Package

Monthly remuneration, subject to social security deduction, is EUR 3,012 (12 times a year). 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.

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.

Please note that for this position the OSCE does not reimburse expenses such as travel in connection with interviews, tests, visas and relocation.

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

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