Project Assistant

Organization for Security and Co-operation in Europe

Vienna, Austria

Experience: 3 to 5 Years

Skill Required :

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 Special Representative and Co-ordinator for Combating Trafficking in Human Beings (SR/CTHB) represents the OSCE at the political level on anti-trafficking issues. The Office of the SR/CTHB assists OSCE participating States in the implementation of commitments and full usage of recommendations set forth in the OSCE Action Plan to Combat Trafficking in Human Beings. The Office provides a co-ordinating function among OSCE structures and institutions involved in combating trafficking in human beings (CTHB) with a focus on the following activities: enhancing awareness and understanding of THB across the OSCE region; policy planning and advocacy especially in the area of emerging trends of THB and effective approaches to combating THB; and direct assistance to participating States in practical and technical areas, at their request.

Tasks and Responsibilities:

Under the supervision of the Project Manager the incumbent will provide overall support and assistance in implementation of the extra-budgetary projects. More specifically, the selected candidates will be responsible for:

  • Contributing to the preparation and organization of OSR/CTHB conferences/events/meetings/trainings, including assisting with travel logistics, visa support, accommodation, allowances (non-OSCE-staff/sponsored travel);
  • Liaising with in-country focal points and hospitality providers regarding rooms, necessary technical support, name plates/IDs, materials for distribution; working closely with the Project Officer and in-country focal points and assists in processing purchase requests, expenditures processing, and similar administrative processes;
  • Liaising with focal points in the OSCE Field Operations, and where relevant with external in-country actors, on the administrative preparation and execution of project activities and tasks; 
  • Co-ordinating communication and liaison with individual contributors to reports, briefings, and inquiries. Storing contributions and communication in a structured and organised manner, and facilitating the efficient extraction of information from the stored data;
  • As required, providing the Project Manager with cost estimates for activities such as meetings, events, etc., to be organized, travel to be undertaken or goods and services to be procured, confirming with the Project Officer and Project Manager  the availability of funds to meet such expenditure;
  • As necessary, assisting with duty travel arrangements and reimbursement claims for professional staff working on project to ensure prompt processing;
  • Assisting with appointment scheduling for the Project Manager and assists with capacity management and scheduling;
  • Assisting Project Manager with programmatic tasks including research, drafting and review of documents; 
  • Under the supervision and technical guidance of the Project Manager, performs a variety of tasks in support of the preparation, monitoring and control of the project budget;
  • Supporting the reporting tasks/activities essential to extra-budgetary project and donor requirements; 
  • Supporting the Project Manager in compiling budget performance reports by maintaining accurate and up-to-date records of expenditures;
  • Assisting in the development of project activities and liaising with counterparts, facilitating their support and participation; preparing, as requested, terms of reference for the employment of consultants and monitoring the implementation of activities and submission of reports by the partners and consultants;
  • Helping with ad-hoc translation of correspondence, invitations, and other relevant communication;
  • Performing other duties as required.

Necessary Qualifications:

  • Completed secondary education, preferably supplemented by relevant technical or university courses;
  • A minimum of three years of relevant experience in international organizations or similar, consulting and organizing activities with wide-range stakeholders;
  • Experience in supporting extra-budgetary reporting requirements, donor reporting standards, CRMS and Oracle application. Experience with vetting systems, such as Leahy, etc.;
  • Experience in supporting the co-ordination of projects with input from Field Operations, Institutions and Secretariat;
  • Professional fluency in English. Knowledge of other OSCE official languages is an asset; 
  • Knowledge of OSCE administrative procedures, organisational structures and related cross-functional fields is an asset;
  • 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.