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Monday, September 12, 2011

Registry and Records Assistant, G-4. OSCE, Vienna. Open until 3 October 2011

Job Title Registry and Records Assistant

Organization Name Department of Management and Finance

Location Vienna,AT

Grade G4
Closing Date of application 03-10-2011
No. of Posts 1


The Department of Management and Finance (DMF) is the largest department in the OSCE Secretariat and is responsible for managing the material and financial resources of the Organization.

The Mission Support Service Section provides the working framework for OSCE’s procurement, asset, travel and facilities management. It also acts as the co-ordination point for Fund Administration Units in relation to these activities, including technical training programmes, which are governed by Financial/Administrative Instructions.

Tasks and Responsibilities

Under the direct supervision of the Chief, Records Management, the incumbent will control incoming documentation, analyze and appraise permanent records and historically valuable documents, monitor the shared drives of the Secretariat, integrate paper archives with electronic ones and act as help-desk support for the OSCE Secretariat, Institutions and field operations. He/she will perform the following duties:

Providing central registry services for the OSCE Secretariat, including correspondence distribution and follow-up; managing the OSCE Postmaster (official e-mail address);
Receiving, reviewing and proof reading as well as processing all incoming and outgoing official communications;
Classifying and assigning the established code for future retrieval and reference and determining the internal distribution based on document contents;
Entering subject matter summaries, and other relevant data of communications into the registry database;
Maintaining and updating the central filing system and the paper archives as well as archiving historical records, financial records, contracts, confidential or restricted information;
Managing the Electronic Document and Record Management System (Doc.In), uploading, transferring, and relocating electronic information to enable Secretariat staff to access documents;
Researching and retrieving documents from Doc.In, paper archives, the reference collection as well as documents from external sources;
Providing direct support regarding general administration and document management; responding to inquiries and requests; searching for information and documents as specified by staff from the Secretariat, Institutions, field operations and delegations;
Reviewing contents of files prior to final archiving or disposal and relocating files to intermediate storage in accordance with the retention and disposal policy;
Advising on file retention or transfer to the Prague Office for the Secretariat, Institutions and field operations;
Providing secure destruction of material;
Performing other duties as assigned.

Necessary Qualifications

Completed secondary education;
A minimum of three years of administrative/clerical experience, preferably in records management, registry, archives or comparable work in an international organization;
In-depth knowledge of electronic records and documents management systems;
Excellent knowledge of English (oral and written), including communication skills; knowledge of other OSCE working languages would be an asset;
Knowledge of computer applications such as word processing and spreadsheets;
Accuracy and attention to detail in the review, classification, structuring and distribution of incoming communication;
Tact and discretion in dealing with information requests from internal and external parties;
Demonstrated gender awareness and sensitivity as well as an ability to integrate a gender perspective into tasks and activities;
Ability to establish and maintain effective working relationships with people from different national and cultural background whilst remaining impartial and objective.

Remuneration Package

Monthly remuneration, subject to social security deduction is EUR 2,844 (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

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see

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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