Please note that this is a consultancy assignment of a temporary nature, with an expected duration of approximately 4 months. Please note that the assignment requires physical presence at OSCE headquarters in Vienna during the duration of the consultancy.
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 Chairpersonship in its activities, and provides operational and administrative support to the field operations, and, as appropriate, to other institutions.
The Communications and Media Relations Section (COMMS) supports and advises the Secretary General and the OSCE Chairpersonship on their media and public relations activities and informs the public about the work of the OSCE. COMMS also serves as the focal point for public statements from OSCE Institutions and Field Operations. COMMS produces and disseminates press releases, information materials and regular publications, maintains the public website and the Organization’s social media presence and promotes the OSCE’s values, principles and work.
The OSCE website is developed and maintained as a corporate platform for the benefit of the entire organization. With 85 active content contributors/focal points across our Field Operations, Institutions and Secretariat Units, it is not only the front window of the organization, but its most used repository of institutional knowledge: its more than 120,000 documents and pages are consulted by nearly 3 million visitors every year.
The outdated technical platform of the website is currently being upgraded to a more modern system, to enable the OSCE to showcase the impact of its activities in a modern, compelling way.
The OSCE is looking for a seasoned project manager to lead the project team and manage the project day-to-day.
Tasks and Responsibilities:
Under the overall supervision of the OSCE Website Project Board and reporting directly to the Chief, Online Communications Unit, the Website Project Manager will carry out the following tasks:
Organize the daily work of the project team:
Setup a project management methodology and tools for the project.
Run weekly/monthly meetings with the project team
Establish monthly plans and calendar of deliverables
Keep track and take care of the workflow using a task management system
Make sure all team members understand their responsibilities and how they’re expected to deliver and communicate throughout the project.
Work with communication tools used within the organization (Slack, Zoom and Confluence).
Coordinate the work of OSCE staff assigned on the project:
Information Architect (P3)
Lead Designer (Consultant)
Associate Web Developer (P2)
Supervise the work and performance of the consultants and companies contributing to the project
Work in collaboration with team colleagues and stakeholders.
Organize and prepare kick-off meetings with all project members and stakeholders.
Analyse current outsourcing arrangements and advise/plan for additional arrangements if deemed necessary
Lead a retrospective meeting to review successes, lessons learned and the team spirit after each milestone.
Budget and resource planning and management (TOR preparations, budget reporting)
Report on the project’s advancement:
Prepare monthly written reports to the Chief, Online Communications Unit, including retrospective of the month elapsed, status of the project’s resources and planning for the following month
Prepare quarterly project advancement presentation for the Project Board
Perform other related duties as assigned.
The vendor agrees that The OSCE will be the sole proprietor of the product and any other work produced by the contractor under this contract.
Acceptance criteria:
Every step of the process will be consulted with and supervised by the OSCE.
Each phase of the process will not be considered complete until the OSCE has confirmed its satisfaction with the interim or end products to the vendor.
All project documentation, including electronic files and written correspondence (archive of emails), must be provided to the OSCE once the consultancy is finalized. The OSCE, as copyright proprietor, will be free to use this material for any purposes it sees fit.
Deliverables:
Monthly report on project advancement, including retrospective of the month elapsed, status of the project’s resources
Detailed project planning in the OSCE’s Wiki system (Confluence) for the upcoming month, including a milestones plan and meetings/calls with the stakeholders.
Necessary Qualifications:
University studies in information management, business management, communications, marketing or a related field;
Experience with managing website relaunch projects for an International Organization;
Experience working collaboratively, effectively, and responsibly in a fast-paced environment;
Experience managing a distributed team is an asset;
Good knowledge of English; knowledge of other OSCE working languages would be 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.
