Please note that this is an extra-budgetary position with the funding for one year, with a possibility of an extension.
This position is open for secondment only and participating States are kindly reminded that all costs in relation to an assignment at the Secretariat must be borne by their authorities. Seconded staff members in the OSCE Secretariat and Institutions are not entitled to a Board and Lodging Allowance payable by the Organization. Candidates should, prior to applying, verify with their respective nominating authority to which extent financial remuneration and/or benefit packages will be offered.
Candidates should, prior to applying, verify with their respective nominating authority to which extent financial remuneration and/or benefit packages will be offered. Seconded staff members in the OSCE Secretariat and Institutions are not entitled to a Board and Lodging Allowance payable by the Organization.
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 Office of the Secretary General (OSG) plays a key role in supporting the Secretary General in the effective implementation of her/his mandate and specific tasks given to her/him by the OSCE participating States. This includes primarily assisting the Secretary General in her/his activities, serving as a focal point for liaison and support to the Chairman-in-Office, and co-ordinating tasks across the Secretariat. The OSG ensures effective co-ordination of policy Organization for Security and Co-operation in Europe advice provided to the Secretary General and the Chairmanship, and management decisions taken by the Secretary General.
The Functional Review of the OSCE Secretariat is an initiative by the OSCE Secretary General to assess the present organizational framework of the OSCE Secretariat and to identify ways to improve its functioning, with the goal to strengthen the effective implementation of the Secretariat’s activities, mandates and programmes, simultaneously ensuring financial sustainability and good governance.
The Functional Review is implemented in two main phases: Phase 1 – Functional Analysis and Phase 2 – Alignment. The Functional Analysis, which was carried out from October 2021 to March 2022, focused on the diagnostics of the current organizational situation serving as the basis for the development of organisational adjustments and implementation of change activities. An extra-budgetary project “Functional Effectiveness of the OSCE Secretariat” will be set up to provide resources for implementation of Phase 2 initiatives.
Tasks and Responsibilities:
The Project Specialist will be a part of a small dynamic Functional Review Support Team, dedicated to advise and support the OSCE Secretariat to implement the Functional Review process. The team also manages the “Functional Effectiveness of the OSCE Secretariat” project. The Project Specialist will work in close collaboration with OSCE Secretariat Departments and Units providing technical inputs as well as planning, co-ordination and management support to the Functional Review process Phase 2 – Alignment, the affiliated change initiatives and the “Functional Effectiveness” project.
Under the direct supervision of the Senior Organizational Development Advisor to the OSCE Secretary General, and within delegated authority, the Project Specialist is expected to work with a high-degree of autonomy and the selected candidate will be performing the following responsibilities:Implementation of the Functional Review Phase 2 Alignment: Keeping overall track of implementation of the Functional Review process Phase 2 activities across the OSCE Secretariat; monitoring progress and achievement of results of the change projects; developing and implementing a monitoring and reporting system; Supporting the implementation of the Functional Review governance mechanism and the work of Task Force, Advisory Group, Project Leads and Workings Groups in line with the Terms of Reference (ToR) of the Functional Review Support Team; Participating in planning of specific change projects and initiatives, in collaboration with stakeholders support design of technical inputs and preparation of concepts and plans; managing and co-ordinating processes in support of planning and formulation of initiatives; Conducting background work for change initiatives; reviewing and interpreting management and organisational data; preparing analysis and inputs to concepts, plans and strategies; Participating in design and implementation of stakeholder engagement and feedback activities; preparing inputs to meetings, written communications, presentations and briefings to internal and external stakeholders; Contributing to development of a “Change Toolkit” comprising methodologies, tools and approaches for management of change and improvement of management approaches in the OSCE Secretariat.Management of “Secretariat Functional Effectiveness” project: Supporting management and implementation of the “OSCE Secretariat Functional Effectiveness” project in line with the OSCE project management framework and according to the applicable rules, regulations and procedures; ensuring correctness of documentation, financial management and timely preparation of project reports; Setting up, and as needed revising, the implementation plan and timelines; tracking overall progress and achievement of project objectives; monitoring implementation of activities (Phase 2 projects) in close collaboration with project stakeholders; following through, taking timely decisions and addressing bottlenecks; Planning and implementing administrative activities in support of a timely project implementation; ensuring timely delivery of project inputs, initiating and preparing documentation required for project implementation; initiating and following up on recruitment and contracting; Managing project budget in line with OSCE financial rules and regulations and ensuring that funds are available for planned inputs; monitoring project expenditure and initiating corrective action as needed; Preparing reports to donors in line with the reporting requirements and timelines of the project donors and reports to the project Steering Committee.
Performing other tasks as assigned.
For more detailed information on the structure and work of the OSCE Secretariat, please see https://www.osce.org/secretariat
First-level university degree with specialization in strategic management, change management, project management; second-level university degree and project management certification are a strong asset; A minimum of 6 years of work experience in strategic management, project management, change management at the international level, in public or private sector; Professional fluency in English, both oral and written, including ability to draft analysis, reports and presentations in English; 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.
If you wish to apply for this position, please use the OSCE's online application link found under https://vacancies.osce.org/.
The OSCE retains the discretion to re-advertise/re-post the vacancy, to cancel the recruitment, to offer an appointment with a modified job description or for a different duration.
Only those candidates who are selected to participate in the subsequent stages of recruitment will be contacted.
Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see https://www.osce.org/participating-states.
The OSCE is committed to diversity and inclusion within its workforce, and encourages the nomination of qualified female and male candidates from all religious, ethnic and social backgrounds.
Candidates should be aware that OSCE officials shall conduct themselves at all times in a manner befitting the status of an international civil servant. This includes avoiding any action which may adversely reflect on the integrity, independence and impartiality of their position and function as officials of the OSCE. The OSCE is committed to applying the highest ethical standards in carrying out its mandate. For more information on the values set out in OSCE Competency Model, please see https://jobs.osce.org/resources/document/our-competency-model.
Please be aware that the OSCE does not request payment at any stage of the application and review process.
Issued by: OSCE Secretariat Requisition ID: OFF00004G Contract Type: International Secondment Grade: S Job Type: Seconded Number of posts: 1 Location: OSCE Secretariat, Vienna Issue Date: Jun 2, 2022 Closing Date: Jun 23, 2022 Employee Status: Fixed Term Schedule: Full-time Education Level: Bachelor's Degree (First-level university degree or equivalent) Job Field: Project Management
Please apply to your relevant authorities well in advance of the deadline expiration to ensure timely processing of your application. Delayed nominations will not be considered. The OSCE can only process Secondment applications that have been nominated by participating States. For queries relating to your application, please refer to the respective delegation as listed here: https://www.osce.org/contacts/delegations. Additional Information