Introduction

The position is located in Sarajevo, Bosnia and Herzegovina, being part of the ILO Decent Work Team/Country Office for Central and Eastern Europe (DWT/CO-Budapest). DWT/CO-Budapest provides technical support and guidance related to the ILO agenda in 19 countries of Central and Eastern Europe (for more see www.ilo.org/budapest).

The ILO is implementing the project “Support to Local Employment Partnerships – Phase II (LEP II)” funded by the European Union. The project aims to contribute to more and better work opportunities in local communities of Bosnia and Herzegovina. It will foster sustainable, partnership-driven labour market frameworks at the local level for an increased access to formal employment. By the end of the project, 26 local employment partnerships should deliver activation and labour market integration programs in line with specific local needs.

The Project Support Assistant will assist the Project Coordinator and will undertake the below mentioned duties.

Reporting lines:

The Project Support Assistant will report directly to the LEP II Project Coordinator, with the National Coordinator for Bosnia and Herzegovina as second-level supervisor. Close cooperation with the programme assistants in Budapest is required and cooperation with relevant ILO HQ departments might be required.

Description of Duties

1. Draft standard correspondence, type and format a variety of documents related to project activities (correspondence, reports, technical documents, presentations, etc.) in conformity with the ILO requirements and using appropriate software.
General office management, administrative and logistic support for meetings, seminars and/or workshops organized under the project/programme.
2. Update information on project databases. Collect information, data, and reports (including quarterly, interim, and final reports) from implementing partners and ensure that the filing system is logical, and data is fully accessible.
3. Reply to queries and emails for information.
4. Maintain files, databases and official records related to project activities. Search and select relevant information and records for officials upon request.
5. Liaise/Request services from other work units inside or outside the office for completion of tasks.
6. Process all administrative arrangements for official travel, including travel authorizations, visas and other required clearances.
7. Assist in calculating cost estimates and compile documents and materials for missions for colleagues, resource persons and participants of meetings, seminars and project-related activities.
8. Compile routine financial data and information for project-related activities. Enter data to classify and code transactions.
9. Support preparation and processing of transactions in IRIS including contracts, travel requests, purchase orders, purchase requisitions and external payment authorisations.
10. Arrange payments of resource persons, such as daily subsistence allowance. Draft payment-related correspondence, ensure follow-up and maintain records.
11. Checks and ensures that services are completed within the contractual period and draws the attention to the need for a potential extension.
12. Perform other relevant duties as assigned by the Project Coordinator and the ILO National Coordinator in Bosnia and Herzegovina.

Required qualifications

Education

Completion of secondary school education.

Experience

At least three years’ experience in general office management and clerical support work. Experience in collecting data and information from partners funded under grant schemes will be considered as assets.

Languages

Excellent knowledge of the Bosnian/Serbian/Croatian and English language.

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 multiple tasks.
• Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office.
• 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.
• Knowledge of practices and procedures for preparing administrative documents and maintaining filing systems.
• Ability to draft correspondence and correct documents in accordance with established standards.
• Ability to work with accuracy and to pay attention to detail.
• Excellent oral and written communication skills.
• Customer service skills in order to provide courteous, prompt and efficient responses to clients.
• Understanding of principles of non-discrimination and gender equality.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.