Introduction

Montenegro’s circular transition is constrained by weak industrial symbiosis, low private‑sector engagement, limited digitalization, and social and skills gaps. The joint ILO–UNDP project tackles these barriers by promoting resource efficiency, digital tools, responsible business conduct, and capacity-building for MSMEs—especially women‑led enterprises. Aligned with national strategies and EU accession priorities, it supports priority sectors (tourism, forestry, agriculture, construction) through blended finance, a digital platform, and pilots for circular practices. Four outputs will strengthen collaboration, provide digital solutions, fund demonstration projects, and embed RBC/HRDD. Building on past EU initiatives, the project applies RBM, human‑rights, gender equality, and green principles to advance Montenegro’s circular economy.

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

Reporting lines:

The Assistant will work under direct supervision of the Sr. Technical Specialist for Sustainable Enterprises, Just Transition and Productivity in the DWT/CO Budapest; the assistant will work in close collaboration with the administrative and finance colleagues in Budapest, the staff on other projects in Montenegro and with colleagues in the Sustainable Enterprises, Just Transition and Productivity Department in Geneva.  

Description of Duties

1.Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports. 
2.Check, review, process and prepare all documentation, including contracts, and ensure correctness and accuracy for financial clearances and payments.
3.Prepare correspondence on own initiative to verify data, address and answer queries and follow-up as necessary with project and ILO staff, consultants and counterparts. Draw the attention of concerned officials to matters requiring immediate attention.
4.Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules before submitting to the Finance Unit. 
5.Classify and assign budget codes, verify and process claims for payment, check payment vouchers, prices and claims invoices.
6.Provide administrative and financial backstopping support and guidance to project staff and consultants with respect to payments, entitlements, travel claims and other requirements relating to accounts and finance.
7.Consult with Finance Unit and project team on rules, regulations and procedures, and inform project staff, partners and consultants of new or revised procedures and practices.
8.Maintain an overview of the financial situation of the projects. Prepare and modify budget data as required and prepare recurring reports as scheduled and assist in preparing special reports for donor reporting, for budget preparation, audits or other reasons
9.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.
10.Calculate and compile cost estimates and participate in budget analysis and forecasts as required.
11.Provide support, when necessary, in the preparation and running of project workshops and meetings including interpretation/translation and assistance to consultants when needed.
12.Perform other relevant duties as assigned.

Required qualifications

Education

Completion of secondary school education. Formal training in accounting and/or finance and administrative field would be an asset.

Experience

At least five years of progressively responsible financial and administrative work.

Languages

Excellent knowledge of written and spoken English language, and Bosnian/Croatian/Serbian/Montenegrin language.

Competencies

-Knowledge and understanding of a complex body of financial and administrative rules, guidelines and procedures. 
-Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems. 
-Good analytical skills. 
-Ability to reason and make sound judgements.
-Ability to maintain financial records and prepare accounting reports and statements.
-Demonstrate responsible behaviour and ability to pay attention to detail. 
-Ability to deal with confidential matters with discretion. 
-Display high standards of ethical conduct. 
-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 evaluate correspondence and inquiries for best course of action. 
-Ability to respond to work related inquiries in an appropriate manner. 
-Ability to obtain services from other work units inside or outside the office for completion of tasks. 
-Ability to communicate effectively both orally and in writing. 
-Ability to work on own initiative as well as a member of a team. 
-Organizational skills. 
-Ability to deal with people with tact and diplomacy. 
-Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.