Administrative Assistant

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Description

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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

• 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.
• 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.
• 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. 
• Compile, summarize and enter data on project delivery, draft related status reports, identify shortfalls in delivery and bring them to the attention of management.
• Maintain an overview of the financial situation of the projects. Prepare and modify budget data as required.
• 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.  
• Draft substantive correspondence on project/programme activities and briefing notes in accordance with the requirements of the Office. Update information on web sites.
• Liaise with concerned ILO constituents, implementing agencies and donors for required clearances. Maintain up-to-date directories. 
• Arrange internal and external meetings and appointments. Take notes and/or minutes at meetings.
• 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.
• Process all project payments ensuring accuracy and documenting all financial transactions. 
• Provide informal interpretation and translation.
• Maintain two regional Performance Benchmarking Tools for the following institutions: the Economic and Social Councils and the Agencies for Amicable Settlement of Labour Disputes.  
• 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).

Source: https://jobs.ilo.org/job/Sarajevo-Administrative-Assistant-G5-(DC)/1056741201/

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