Associate Extra-budgetary Contributions Officer (S)

Background

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.

The duties and requirements of this seconded (S) position correspond to a P2-level role in the UN common system. 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 Chairpersonship in its activities, and provides operational and administrative support to the field operations, and, as appropriate, to other institutions.

The Department of Management and Finance (DMF) is responsible for managing the material and financial resources of the Organization. The objective of DMF is to provide efficient and effective management of non-staff resources in support of OSCE programmatic activities. It provides policy guidance on the management of OSCE financial and material resources and develops and maintains OSCE Financial Regulations and Rules and Financial Administrative Instructions. DMF consists of Budget, Finance and Compliance Section, Mission Support Services Section and Information and Communication Technology Services Section.

The Budget, Finance and Compliance Section is responsible for co-ordinating and supporting the programme planning and budgeting process in general, including providing policy guidance and support to the OSCE Secretariat, Institutions and Field Operations, and for management of the Organization’s finances. The Budget, Finance and Compliance Section consists of the Accounts and Treasury Unit, the Integrated Resource Management Unit and the Compliance and Management Support Unit. The position belongs to the Integrated Resource Management Unit.

Tasks And Responsibilities

The Associate Extra-budgetary Contributions Officer works as a financial analyst, reviewing cost and programme data, analyzing and interpreting financial information, preparing reports and actively supporting pledge administration and integrated resource management processes; He/she liaises, co-ordinates and co-operates with Programme/Project managers to provide support during development and submission of extra-budgetary (ExB) financial reports to donors as well as review of ExB project proposals and donor agreements to ensure the consistent application of financial rules, regulations, policies and procedures.

The incumbent will be a member of a small team working together with other members of the Unit and Section to implement improvements in the extra-budgetary administration and integrated resource management processes with the use of new technology and best practices.

The Associate Extra-budgetary Contributions Officer is directly reporting to the Chief, Integrated Resource Management Unit. The second level supervisor is Director for Management and Finance.

Throughout the year, the Associate Extra-budgetary Contributions Officer is providing assistance and guidance as well as exchanging information and discussing proposed amendments with Programme/Project Managers, Finance and Budget Officers in the context of development and submission of ExB financial reports to donors, review of ExB project proposals and donor agreements as well as pledge administration.

More specifically, the incumbent will be tasked with the following:

• Being responsible for the preparation of recurring and ad-hoc ExB financial reports, analysis and other documents as requested by donors and senior management, including providing support to Programme/Project Managers in developing and facilitating submission of ExB financial reports to different donors (and reporting platforms), on as needed basis;
• Providing active support to administration of extra-budgetary pledges from donors, ensuring that the funds are properly allotted to projects as stipulated by the donors and in accordance with the Common Regulatory Management System;
• Providing guidance and advice to Programme/Project Managers regarding the pledge acceptance process according to OSCE Financial Regulations and Instructions as well co-ordinating the acceptance of contributions with Programme/Project Managers and the Fund Administration Units of OSCE executive structures;
• Actively contributing to the process of review of donor agreements/pledge letters and providing support in negotiating the terms outlined in contribution agreements to ensure that the OSCE is protected against potential risks during and subsequent to the implementation of extra-budgetary projects;
• Supporting review and comments on draft ExB project proposals submitted for assessment;
• Supporting Programme/Project Managers and provides guidance regarding fulfilling donors’ requirements as set forth in pledge documents;
• Developing and implementing procedures to enhance integrated resource management, facilitating end-year closure activities and system upgrades as well as administering the Projects and Grants Accounting modules within Oracle.

For more detailed information on the structure and work of the OSCE Secretariat, please see https://www.osce.org/secretariat.

Necessary Qualifications

• First-level university degree in financial management, accounting, business administration or other related field; certification from a recognized international professional accountancy body would be an asset;
• At least four years (two years with a relevant second-level university degree) of professional experience in budgeting, accounting or finance in an international governmental or commercial organization;
• Experience reviewing extra-budgetary agreements and assessing risks in contracts would be an asset;
• Understanding the European Union legal framework and contracting modalities would be an asset;
• Excellent oral and written communication skills in English. Knowledge of another language from the OSCE region is desirable;
• Computer literate with extensive experience of computer applications, particularly Excel spreadsheets;
• Extensive experience with the ERP systems such as Oracle or SAP;
• 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.

If you wish to apply for this position, please use the OSCE's online application link found under https://vacancies.osce.org/ . If your participating State does not provide the option to apply online for seconded positions, you are kindly requested to submit your offline application form available at https://jobs.osce.org/resources/document/offline-application-form to the respective OSCE delegation whose address can be found at https://www.osce.org/contacts/delegations .

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.

Candidates interviewed and found suitable in the recruitment process for this vacancy notice will be placed on a roster of suitable candidates (valid for three years) for fixed-term posts open for secondment, should a suitable opportunity arise. The placement on a roster does not guarantee a future appointment or assignment.

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.

The OSCE is a non-career organization committed to the principle of staff rotation; therefore, the maximum period of service in this post is 10 years.

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 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 .

Please be aware that OSCE appointments are subject to medical clearance.

Please be aware that the OSCE does not request payment at any stage of the application and review process.