Introduction

This position is currently advertised subject to the availability of funds.

The Employment and Social Affairs Platform is a European Union funded project implemented by the ILO in the Western Balkans. The ESAP3 project will consist of three separate but synergistic thematic components. The Employment formalization Component aims to create an enabling environment for effective policies to facilitate transition to formality by generating reliable quantitative and qualitative evidence. The social dialogue component aims to foster and increase effectiveness of tripartite and bipartite social dialogue with a special focus on collective bargaining. The occupational safety and health component seeks to align Western Balkan countries’ strategies and practices in OSH with those of International Labour Standards and related European Union acquis.

The Administrative Assistant will support the Project Manager in dispensing of the day-to-day administrative requirements related to the implementation of the project, including organization and management of events, external collaborator contracts and communication with a variety of project stakeholders. He/she will be in charge of providing operational support to the Project Manager and work closely with the Programme Assistants in the DWT/CO Budapest in, for instance, the preparation of contracts and processing of payments related to the project.

Reporting lines

The Administrative Assistant will work under the direct supervision of the Chief Technical Advisor of the project, based in Sarajevo. The incumbent will work under the overall guidance of the director of the DWT/CO-Budapest and of the ILO National Coordinator (NC) for Bosnia and Herzegovina who will be the second-level manager.

Description of Duties

1.Serve as focal point for coordination of project implementation, administrative support activities, involving liaison with various organizational units in the field and at HQ to initiate requests, obtain necessary clearances, process and follow-up on administrative actions.
2.Provide general office management assistance, handle administrative tasks, provide advice and guidance to staff with regard to administrative procedures, processes and practices. Provide support to project-related missions and activities, including preparing budgets, coordinating travel and lodging of officials and participants, recruitment and payment of resources persons, and taking notes at meetings/seminars.
3.Compile and prepare background information and tables for briefing and review sessions by identifying and consolidating data and relevant information on project activities. Clear outgoing communications for conformity with established procedures and accuracy before being signed by the supervisor.
4.Compile, summarize and enter data on project delivery, draft related status reports, identify shortfalls in delivery and bring them to the attention of management.
5.Maintain an overview of the financial situation of the projects. Prepare and modify budget data as required.
6.Maintain and update relevant databases/records/registers/control plans on the status of projects/ programs at each project cycle and programming activity for monitoring and evaluation purposes.
7.Draft substantive correspondence on project/programme activities and briefing notes in accordance with the requirements of the Office. Update information on web sites.
8.Liaise with concerned ILO constituents, implementing agencies and donors for required clearances. Maintain up-to-date directories.
9.Arrange internal and external meetings and appointments. Take notes and/or minutes at meetings.
10.Provide guidance and training to, and monitor the work of, junior project/programme support staff as needed to ensure the smooth, uninterrupted implementation of the project/programs.
11.Process all project payments ensuring accuracy and documenting all financial transactions.
12.Provide informal interpretation and translation.
13.Maintain two regional Performance Benchmarking Tools for the following institutions: the Economic and Social Councils and the Agencies for Amicable Settlement of Labour Disputes.
14.Perform other relevant duties as assigned.

Required qualifications

Education

Completion of secondary school education.

Experience

At least five years of relevant work experience.

Languages

Excellent knowledge of written and spoken English language, and fluency in Bosnian/Croatian/ Serbian/Montenegrin language (including reading and writing in Cyrillic).

Competencies

– Ability to organize own work.
– Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multitask.
– Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (i.e. IRIS).
– Ability to obtain services from other work units inside or outside the office for completion of tasks.
– Ability to work as a member of a team and manage a heavy workload under time pressure.
– Thorough knowledge of practices and procedures for preparing administrative documents and maintaining file systems.
– Ability to determine relevant background and reference materials for others, and to screen for urgency and priority.
– Ability to respond to requests from officials from government offices, ministries, ILO constituents and NGOs.
– Accuracy and ability to pay attention to detail.
– Ability to search and retrieve information from databases and compile reports.
– Excellent oral and written communication skills.
– Customer service experience in order to provide courteous, prompt and efficient responses to clients.
– Ability to deal with confidential matters with discretion.
– Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.
– Ability to collaborate and communicate with other ILO project teams in Bosnia and Herzegovina and other countries in the Western Balkan region.