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Case Manager (including Office Management) at the PCA Vienna Office

Applications are currently being accepted for the position of full-time Case Manager at the Vienna office of the International Bureau of the Permanent Court of Arbitration (PCA).

The PCA is an intergovernmental organization founded at the first Hague Peace Conference in 1899 to provide a forum for the resolution of international disputes through arbitration and other peaceful means. It has its headquarters at the Peace Palace in The Hague, and maintains offices in Buenos Aires, Ha Noi, Mauritius, Singapore, and Vienna. The staff of the PCA is comprised of approximately 90 legal, editorial, and administrative staff members of various nationalities, dedicated to facilitating the resolution of disputes involving states, state entities, international organizations, and private parties.

Working under the direction of Legal Counsel, Case Managers at the PCA’s International Offices provide logistical and administrative support to PCA registry cases and appointing authority matters. In addition, they support the overall functioning of the office by managing day-to-day administrative operations, coordinating logistics, and contributing to broader institutional initiatives.

Duties

The duties of the Case Manager include:

  • General office administration, including handling mail and telephone queries; coordination of workstation and office planning arrangements; ordering office equipment and supplies; and scheduling meetings;
  • Liaising with internal and external contacts in a professional manner;
  • Providing secretarial and administrative support to Legal Counsel and other staff of the International Bureau;
  • Registration and management of all case-related documents in both electronic document management systems and hard-copy filing systems;
  • Assisting with organizing hearings and meetings in Vienna and worldwide in the context of international arbitration and other diplomatic and professional settings;
  • Identification and management of resources and suppliers required to facilitate hearings and other case-related activities (e.g. hearing venues, court reporters, interpreters, IT/AV contractors, caterers);
  • Making travel arrangements, including obtaining visas for destinations worldwide;
  • Drafting, proofreading, and formatting documents to publication standard;
  • Photocopying, printing, and binding documents, including high-volume duplication of case files and submissions, as well as duplication of electronic files for distribution;
  • Transmitting documents (mail, courier, fax);
  • Preparing budget estimates for cases, including estimates for hearings; and
  • Performing any other tasks as directed.
Qualifications            

The ideal candidate for this position would have the following skills and qualities:

  • Strong organizational and time management skills, with the ability to balance conflicting priorities under time pressure;
  • Excellent communication and interpersonal skills, including the ability to communicate with cultural sensitivity and the appropriate level of formality;
  • Advanced competency in Microsoft Office, particularly Word and Excel;
  • Strong numeracy skills;
  • A high level of attention to detail;
  • Initiative and willingness to lend a helping hand;
  • A can-do, hands-on attitude;
  • Reliability and trustworthiness;
  • Accountability for delegated tasks and dedication to the work of the organization as a whole;
  • Fluency in written and spoken English and German; other languages are an advantage; and
  • Familiarity with Austrian administrative processes.
Experience

This role could benefit from experience in or aptitude to learn about a wide variety of areas, including:

  • project management;
  • working within a judicial or law related environment, notably as a paralegal;
  • secretarial/administrative/archiving;
  • marketing;
  • software systems such as document management, evidence management, web content management, document archiving, secure file sharing, and collaborative working platforms; and
  • IT or Audiovisual experience, particularly with reference to courtrooms.
Recruitment Policy

The PCA recruits and employs staff based on the highest standards of competence, integrity, and efficiency. Vacant posts are filled by nationals of PCA Contracting Parties based on the needs and available resources of the organization. Due regard is given to maintaining a diverse composition of staff in keeping with the international character of the institution.

Staff of the PCA enjoy privileges and immunities in Austria, including a salary exempt from Austrian income tax. Remuneration is in accordance with the B grade range of the Coordinated Organizations Salary Scales for Austria, commensurate with the experience and education of the successful candidate.

Interested applicants should send a cover letter and CV by e-mail to recruitment‑recrutement@pca‑cpa.org referring in the subject line to “CM Recruitment – Vienna”.

The deadline for applications is Friday, 14 November 2025.

Only applicants invited for an interview will be contacted.