Communications/Programme Assistant

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Description

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Background:

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 Office of the Secretary General (OSG) plays a key role in supporting the Secretary General in the effective implementation of his/her mandate and specific tasks given to him/her by the OSCE participating States. This includes primarily assisting the Secretary General in his/her activities, serving as a focal point for liaison and support to the Chairperson-in-Office, and co-ordinating tasks across the Secretariat. It groups horizontal services such as Executive Management, Communications and Media Relations, Legal Services, External Co-operation, Security Management, Gender Issues, Conference and Language Services, Central Records Management, and oversees the OSCE Documentation Centre in Prague (DCiP). The OSG ensures effective co-ordination of policy advice provided to the Secretary General and the Chairpersonship, and management decisions taken by the Secretary General. 
• The Gender Section of the Office of the Secretary General (OSG) supports the efforts of the OSCE Secretary General to promote a continuous and sustainable gender mainstreaming process across the Organization and the full implementation of the 2004 Action Plan for the Promotion of Gender Equality, as well as other gender-related commitments undertaken by the OSCE participating States.  It assists and advises the OSCE structures in the implementation of the Action Plan by providing technical assistance for the mainstreaming of gender in all activities, policies, programmes and projects.

Tasks and Responsibilities:

Under the overall supervision of the Senior Adviser on Gender Issues, the successful candidate will be tasked with the following duties:

• Programme Management and Support: Independently providing comprehensive programme management assistance, overseeing the full spectrum of administrative and operational tasks to ensure smooth implementation of the Gender Issues Programme, including managing the agenda of the Senior Advisor and arranging meetings and visits;
• Financial Management and Budget Oversight: Serving as the primary focal point for financial management within the programme, including preparing detailed budget forecasts and inputs using Hyperion, monitoring expenditures, raising Purchase Requests (PRs), managing procurement processes;   
• Communications and Outreach: Acting as the principal communication liaison for the Gender Issues Programme, developing and executing communication strategies, including assisting and advising the Senior Advisor on communication, compiling inputs for the Gender Newsletter, drafting content for social media campaigns, and ensuring that program activities and achievements are effectively communicated to internal and external stakeholders;
• Travel and Logistics Co-ordination: Managing all aspects of travel arrangements for the Senior Adviser, including preparing travel authorizations, completing claim forms, and maintaining a detailed travel plan. Ensuring all logistical arrangements are made efficiently and cost-effectively, while adhering to organizational policies and procedures;
• Documentation and Correspondence Management: Drafting, editing, and reviewing official correspondence, including letters for the Senior Advisor’s signature, reports, and general communications. Organizing and maintaining a filing system for program-related documents, ensuring that all data and information is accurately stored and easily accessible for future reference;
• Event Co-ordination and Support: Leading the organization and logistics of workshops, conferences, meetings, and other key events under the Gender Issues Programme;
• Performing other related duties as required.

Necessary Qualifications:

• Completed secondary education, supplemented by language studies in English, training in office administration and secretarial training;
• A minimum of five years of relevant work experience in programme administration, including work in an international environment; a university degree in a relevant field may be considered as a substitute for up to two years of working experience only to determine eligibility;
• Experience in OSCE financial rules and regulations or similar international organization is desirable; experience in travel administration is desirable;
• Excellent drafting and editing skills and very good IT skills including word processing, spreadsheets and power point applications;
• Knowledge of Oracle-based applications is desirable;
• Ability to work independently and to master office routines; ability to interpret staff regulations and guidelines related to staff, and to understand the Action Plan for Gender Issues; excellent communication and presentation skills;
• Professional fluency in English with excellent communication (both oral and written) skills; 
• 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.

Source: https://vacancies.osce.org/jobs/communications-programme-assistant-g5-3681

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