Vacancy Details


Announcement Number:
Hiring Agency:
Embassy Vienna
Position Title:
Administrative Assistant (Arms Control - UNVIE)
Open Period:
01/24/2019 - 02/13/2019 Format MM/DD/YYYY
Vacancy Time Zone:
FS - 0120 7
USD $36,218
Work Schedule:
Full-time -
Promotion Potential:
Duty Location(s):
1 Vacancy in

Vienna, AT
Telework Eligible:
For More Info:
HR Section
Please send an email


Hiring Path:
• Open to the public
Who May Apply/Clarification From the Agency:
U.S. Citizen Eligible Family Members (USEFMs) - All Agencies

For applicants who are USEFMs, the final step for these positions will be determined by Washington DC.  The proposed grade is FP-7 at basic salary 36,218 USD.
Security Clearance Required:
Appointment Type
Appointment Type Details:
This will be determined after selection.
Marketing Statement:

We encourage you to read and understand the Eight (8) Qualities of Overseas Employees before you apply.


The work schedule for this position is:

  • Full Time (40 hours per week)

Start date: Candidate must be able to begin working within a reasonable period of time of receipt of agency authorization and/or clearances/certifications or their candidacy may end.

Supervisory Position:
Relocation Expenses Reimbursed:
Travel Required:
Not Required


The Tri-Mission Vienna is seeking eligible and qualified applicants for the position of Administrative Assistant in the Arms Control section at the U.S. Mission to International Organizations in Vienna (UNVIE). The offices are located in the IZD Tower at Wagramerstrasse 19, 1220 Vienna.

Basic Function of Position

The incumbent provides secretarial, office management, and administrative support to the UNVIE Arms Control Section and the Arms Control Counselor.  The incumbent supports the Section's engagement with the Comprehensive Nuclear-Test-Ban Treaty Organization (CTBTO), the Wassenaar Arrangement (WA), the Nuclear Supplier's Group (NSG), the United Nations Office for Outer Space Affairs (UNOOSA), and the Hague Code of Conduct (HCOC).

Major Duties and Responsibilities

1. CTBTO Document Distribution and Maintenance (10%):

- Monitor, download, and disseminate as needed CTBTO Expert Communication System (ECS) web portal documents
- Manage and facilitate the flow of communications to and from Washington

2. Preparation for CTBTO meetings (20%):

- Update the Arms Control Section yearly meetings calendar and planner
- Review and manage all electronic country clearance (eCC) requests
- Coordinate hotel reservations for delegates as needed
- Draft and send the U.S. delegation list to the CTBTO and request Vienna International Center (VIC) access badges for all U.S. delegates; distribute and collect all badges at the appropriate times
- Submit UNVIE visitor access requests to the Regional Security Office (RSO) for the U.S. delegates requesting access to the UNVIE Mission
- Draft a master U.S. delegation contact list with Vienna hotel information for accountability needs
- Track, distribute, and archive meeting guidance, U.S. statements, and related documents

3. Secretarial duties and general UNVIE support (70%):

A. Maintain and submit time and attendance records for the Arms Control Section; update the Section's shared leave calendar 

B. Miscellaneous administrative duties:
- Pick up and distribute mail
- Answer phone calls

C. Secretarial duties:
- Type up meetings notes/minutes
- Prepare binders for meetings
- Prepare and send documents via all necessary means (including e-mail, fax, and hand delivery)
- Establish and maintain files, both paper and electronic
- Prepare cables for transmission
- Utilize all computer systems and databases necessary for the office
- Prepare work orders and service requests; order supplies
- Update the Section's contact database
- Prepare, submit, and maintain representational claims
- Assist as needed with Wassenaar Agreement missile pre-launch notifications

D. Serve as the Section's travel arranger:
- Prepare and maintain travel orders and claims
- Make transportation and hotel accommodation arrangements

E. General UNVIE support:
- Update UNVIE weekly visitors list
- Assist with high-level visit support
- Provide administrative coverage to the UNVIE Front Office and other sections as needed

Qualifications and Evaluations


EXPERIENCE:  Two years of office management or admin specialist experience is required.

JOB KNOWLEDGE:  Basic knowledge of Microsoft Office and common internet services is required. This may be tested.

Education Requirements:

Completion of Secondary Schooling is required.


LANGUAGE:  English level IV (fluent) is required. This may be tested.

EQUAL EMPLOYMENT OPPORTUNITY (EEO):  The U.S. Mission provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation.


All applicants under consideration will be required to pass medical and security certifications.

Benefits and Other Info

Agency Benefits:

For EFMs, benefits should be discussed with the Human Resources Office.

Locally Employed Staff, including Members of Household (MOHs), and Third-Country Nationals (TCNs), working at the U.S. Mission in Vienna may receive a compensation package that may include health, separation, and other benefits.

The pay plan is assigned at the time of the conditional offer letter by the HR Office.

Other Information:

HIRING PREFERENCE SELECTION PROCESS:  Applicants in the following hiring preference categories are extended a hiring preference in the order listed below.  Therefore, it is essential that these applicants accurately describe their status on the application. Failure to do so may result in a determination that the applicant is not eligible for a hiring preference.


  1. AEFM / USEFM who is a preference-eligible U.S. Veteran*


  3. FS on LWOP and CS with reemployment rights **

* IMPORTANT:  Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of their most recent DD-214 (“Certificate of Release or Discharge from Active Duty”), equivalent documentation, or certification.  A “certification” is any written document from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions within 120 days after the certification is submitted by the applicant. The certification letter should be on letterhead of the appropriate military branch of the service and contain (1) the military service dates including the expected discharge or release date; and (2) the character of service.  Acceptable documentation must be submitted in order for the preference to be given. 

** This level of preference applies to all Foreign Service employees on LWOP and CS with re-employment rights back to their agency or bureau.

For more information (i.e., what is an EFM, USEFM, AEFM, MOH, etc.?) and for additional employment considerations, please visit the following link.

How to Apply

How to Apply:

All candidates must be able to obtain and hold a Secret clearance. 

To apply for this position click on "Apply to this Vacancy" at the top of the vacancy announcement.

For more information on how to apply, visit the Mission internet site.

Required Documents:

Please provide the required documentation listed below with your application:

  • Copy of Orders/Assignment Notification (or equivalent)

  • If you have prior USG experience, please upload a copy of your most recent SF-50 (including info regarding FSFRC membership)

  • DD-214 - Member Copy 4, Letter from Veterans’ Affairs, or other supporting documentation for claiming Veteran's preference (if applicable)


Next Steps:

Applicants who are invited to take a language or skills test, or who are selected for an interview will be contacted via email. 

Thank you for your application and your interest in working at the Tri-Mission Vienna.