Administrative Secretary
Organization Name
OSCE Secretariat, Conference and Language Services/Language Services Section
Location
Vienna, AT
Organization Name
OSCE Secretariat, Conference and Language Services/Language Services Section
Location
Vienna, AT
Closing Date of application
11-01-2011
Background
The Department of Management and Finance (DMF) is the largest department in the OSCE Secretariat and it provides policy guidance on the management of OSCE financial and material resources through the development and upkeep of OSCE Regulations, Rules and Instructions.
Conference Services (CS), as part of this Department, provides professional support to the Chairmanship and participating States in preparing for and conducting meetings and conferences. CS includes meetings and protocol assistance, documents distribution, and provision of translation and interpretation into the six OSCE languages. The Language Services (LS) Section, as part of Conference Services, co-ordinates linguistic and text processing support for meetings and the OSCE Secretariat.
Tasks and Responsibilities
Under the general supervision of the Chief, Language Services Section, the incumbent will perform secretarial and clerical tasks in support of the Senior Language Services Assistant who carries out all administrative steps required for the recruitment of and payment to short-term language staff (Translators/Revisers, Interpreters, Editors and Word Processing Operators) for conferences held in Vienna and abroad. More specifically, he/she will be responsible for:
Assisting in preparing and updating a plan for the recruitment of short-term language staff by inquiring as to their availability, negotiating and informing them of options and firm offers, recording their responses; taking recruitment action on his/her own responsibility within existing guidelines when required;
Placing telephone calls, sending fax/e-mail messages, arranging interviews, making travel and accommodation arrangements;
Maintaining the database for Interpreters and Translators and keeping related office files; preparing contracts and related forms; answering queries about conditions of employment;
Completing requests for commissary cards; issuing statements of income upon request;
Ensuring routine daily administrative management of the Section in the absence of the Section Chief and/or Senior Language Services Assistant;
Receiving, screening, recording and identifying the subject matter of incoming correspondence and fax/e-mail messages; attaching background material, drawing attention to urgent and important items, distributing correspondence; taking action in response by drafting standard correspondence in one or more languages on the basis of instructions received and/or on the basis of own knowledge of the work;
Taking dictation and typing in one or more languages using word processing equipment memoranda, letters and reports from own shorthand notes, tape recordings and rough drafts;
Maintaining, classifying and updating files; keeping records on reports received; establishing new files and disposing of those no longer required;
Arranging informal meetings and workshops; arranging for meeting rooms, typing and sending out agenda and background material for meetings, notifying participants of time, date and subject matter; assembling and distributing documents; taking minutes at meetings and preparing a first draft of the minutes;
Performing other related tasks as assigned.
Necessary Qualifications
Completed secondary education, supplemented by secretarial training;
At least three years of clerical/secretarial/administrative or similar experience preferably in the field of personnel recruitment/administration;
Excellent written and oral communication skills in English; working knowledge of German; knowledge of other working languages of the OSCE would be an asset;
Knowledge of rules governing the recruitment of short-term staff and regulations of the International Association of Conference Interpreters (AIIC) and International Association of Conference Translators (AITC);
Computer literacy with practical experience in Microsoft packages and with OSCE systems;
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 2,800 (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.
Under the general supervision of the Chief, Language Services Section, the incumbent will perform secretarial and clerical tasks in support of the Senior Language Services Assistant who carries out all administrative steps required for the recruitment of and payment to short-term language staff (Translators/Revisers, Interpreters, Editors and Word Processing Operators) for conferences held in Vienna and abroad. More specifically, he/she will be responsible for:
Assisting in preparing and updating a plan for the recruitment of short-term language staff by inquiring as to their availability, negotiating and informing them of options and firm offers, recording their responses; taking recruitment action on his/her own responsibility within existing guidelines when required;
Placing telephone calls, sending fax/e-mail messages, arranging interviews, making travel and accommodation arrangements;
Maintaining the database for Interpreters and Translators and keeping related office files; preparing contracts and related forms; answering queries about conditions of employment;
Completing requests for commissary cards; issuing statements of income upon request;
Ensuring routine daily administrative management of the Section in the absence of the Section Chief and/or Senior Language Services Assistant;
Receiving, screening, recording and identifying the subject matter of incoming correspondence and fax/e-mail messages; attaching background material, drawing attention to urgent and important items, distributing correspondence; taking action in response by drafting standard correspondence in one or more languages on the basis of instructions received and/or on the basis of own knowledge of the work;
Taking dictation and typing in one or more languages using word processing equipment memoranda, letters and reports from own shorthand notes, tape recordings and rough drafts;
Maintaining, classifying and updating files; keeping records on reports received; establishing new files and disposing of those no longer required;
Arranging informal meetings and workshops; arranging for meeting rooms, typing and sending out agenda and background material for meetings, notifying participants of time, date and subject matter; assembling and distributing documents; taking minutes at meetings and preparing a first draft of the minutes;
Performing other related tasks as assigned.
Necessary Qualifications
Completed secondary education, supplemented by secretarial training;
At least three years of clerical/secretarial/administrative or similar experience preferably in the field of personnel recruitment/administration;
Excellent written and oral communication skills in English; working knowledge of German; knowledge of other working languages of the OSCE would be an asset;
Knowledge of rules governing the recruitment of short-term staff and regulations of the International Association of Conference Interpreters (AIIC) and International Association of Conference Translators (AITC);
Computer literacy with practical experience in Microsoft packages and with OSCE systems;
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 2,800 (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/13108.html .
If you wish to apply for this position, please use the OSCE's online application link found under http://www.osce.org/employment/13108.html .
Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/about/13131.html .
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.
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