View Vacancy - Administrative Support Officer, UK Delegation to the OSCE (23.009)

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UK Mission
Political

The UK Delegation to the OSCE in Vienna is looking for an Administrative Support Officer.

The Administrative Support Officer will 

  • provide administrative support, including management of shared inbox, coordinating OSCE secondment vacancies and incoming UK applications, and supporting wider team preparations for the weekly OSCE Permanent Council meeting (for example by requesting UK speaking slots). 
  • be in charge of budgets and project management, including tracking UKDel’s budget forecast for travel and expenses, and supporting payments to the OSCE for UK-funded projects
  • lead on visits and events, including leading programme and logistics for visitors (for example UK government Ministers or senior officials) and supporting the organisation of UK-hosted events. Specific logistic lead for the team on the annual OSCE Ministerial Council (typically held every December), including leading on transport, accomodation, accreditation and supporting the Head of Delegation’s programme.

Additional responsibilities:

  • Cover for PA to the Ambassador when needed, for example by managing the Ambassador’s diary and daily/weekly programme, organising overseas travel and coordinating any relevant briefing from wider team.
  • Support wider team when needed, including on external communications, and team-wide L&D (for example shadowing scheme with other departments/British Embassies).
  • Attend quarterly British Embassy IT committee meetings and communicate key updates to team.
  • If desired, support on policy work, for example by leading on security aspects related to Youth/Children including by attending relevant meetings and reporting back to HQ.

As a key member of our small and busy team, you will work closely with the Ambassador, Deputy Head of Mission, wider UK Delegation and UK-based HQ leads to provide strong administrative support to the whole team. You will be a key point of contact and hub of information across the team, as well as externally, including by managing the shared UK Delegation inbox ensuring the team is up-to-date with the latest schedule of OSCE meetings.

You will act as Visits and Events lead for the team, organising the programme and logistics for visitors and supporting organisation of UK-hosted events. This will be particularly important in the run-up to and during the OSCE Ministerial Council event, where you will play a key role in preparations and on-the-ground support.   

You will track and forecast the UK Delegation travel and expense budget, and work with policy leads, Corporate Services and the OSCE in handling payments for UK-funded projects.  

In addition, you will cover as PA for the Ambassador when she/he/they are on leave, and remain flexible to support the wider team as needed, including on communications work, for example by managing the UK Delegation Twitter account. 

  • Fluency at C1 level in English according to the CEFR framework*
  • Excellent interpersonal and organisational skills
  • Excellent time management and an ability to respond to changing priorities and tight deadlines
  • Proficiency at Microsoft Office tools (Teams, Excel, Word) from a user's perspective
    • Availability to occasionally work out of normal office hours during busy periods
    • Fluency at C1 level in German according to the CEFR framework*
    • Experience of managing visits/events, and of project management
    Seeing the Big Picture, Delivering at Pace, Communicating and Influencing, Working Together
    29 January 2023
    Administrative Officer (AO)
    Full-time, Permanent
    35
    Europe, Eastern Europe & Central Asia
    Austria
    Vienna
    UK Delegation
    1
    EUR
    3210 gross
    1 March 2023

    When OSCE is in session the job holder will need to show flexibility and willingness to occasionally work out of normal office hours during busy periods, and be available to travel to support the Head of Delegation and team at annual multilateral events (OSCE Ministerial Council); 

    This is a local staff position in the British Embassy Vienna; it is not a diplomatic designated position. The position is subject to the terms and conditions of British Embassy employees.

    This is a full-time permanent position of 5 days per week. Working hours are flexible and staff are entitled to time-off-in-lieu for extra hours worked. The annual leave entitlement is 25 days per year pro rata and the Embassy also enjoys 14 Austrian / UK public holidays per year and we are committed to ensuring a work / life balance.

    The successful candidate will be subject to confirmation of a background check and security clearance. It is the applicant’s responsibility to ensure they are legally able to work in Austria. The Embassy is not able to assist with any visa or sponsorship arrangements.

    Monthly salary will be € 3,210.00 gross, payable 14 times a year for those liable for Austrian tax.

    Staff recruited locally by the British Embassy are subject to terms and conditions service according to Austrian employment law.

    Visa / Passport requirements: Candidates must currently hold the independent right to live and work in Austria and be prepared to ensure that right remains throughout the scope of the contract. Additional requirements may become necessary pending EU Exit. If requirements change additional eligibility, information will be shared during the recruitment process.

    Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.

    We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered.

    Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.

    Please be advised that the British Embassy will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a position.

    *Please note Common European Framework of Reference for Languages: Learning, Teaching, Assessment  indicates Level C1 as Mastery or proficiency Level which comprehends that a person can understand with ease virtually everything heard or read; can summarize information from different spoken and written sources, reconstructing arguments and accounts in a coherent presentation; can express themselves spontaneously, very fluently and precisely, differentiating finer shades of meaning even in the most complex situations. For more information please click on the following link CEFRPlease bear in mind in case you are invited for an interview your languages skills are going to be assessed.

    Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

    This opportunity is closed to applications.