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Administrative Support Assistant

Sarajevo

  • Organization: UNDP - United Nations Development Programme
  • Location: Sarajevo
  • Grade: Volunteer - National Specialist - Locally recruited Volunteer
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Environment
  • Closing Date: Closed

Background

The Energy and Environment Sector (EE) of the UNDP CO implements projects in the field of Climate Change Adaptation, Climate Change Mitigation and Disaster Risk Reduction geared towards decreasing economic, social and territorial disparities and sustainable management of environmental and energy resources, and green jobs creation through coordinated approach by national and subnational actors. All interventions are realised in close collaboration with relevant government stakeholders, other UN agencies, multi-lateral and bi-lateral donors, private sector and civil society.

The national UN volunteer Administrative Support Assistant (BIH national or person holding a valid working permit issued in BIH is eligible to apply) works in close collaboration with all the projects within the EE Sector, as well as with partner institutions and organizations.

Conditions of Service for national UN volunteers:
 
A 12-month contract with subsequent contract extensions subject to availability of funding, operational necessity and satisfactory performance. However, there is no expectation of renewal of the assignment.
 
Travel to duty station (if applicable) and a Settling-In-Grant will be provided in the event duty station is not within commuting distance from the place of recruitment. A Volunteer Living Allowance (VLA) of 1,699.00BAM is provided monthly to cover housing, utilities and normal cost of living expenses. Life, health and permanent disability insurance are included (health insurance for up to 3 dependents), as well as final repatriation (if applicable) and resettlement allowance for satisfactory service.
 
Living Conditions:
 
The UN designated state of alert for Bosnia and Herzegovina is Security Level 1 which is minimal and lowest security level in the Security Level System for the entire country, including the capital of Sarajevo.
 
The situation in Bosnia and Herzegovina (BiH) is generally quiet; all international agencies consider threats to their staff to be low at this time. However, BiH has the same problems as much of Europe, from pickpockets to traffic accidents, so please make sure you exercise appropriate personal security awareness and common sense.
 
Bosnia and Herzegovina is a country with the largest mine contamination problem. Over 80.000 mines and UXO are still present on close to 9.000 identified micro-locations in Bosnia and Herzegovina. Contaminated area estimated is over 1.000 km2 which is more than 2 % of the total territory of Bosnia and Herzegovina. Staff is advised to stay on well-travelled routes while in the country.  See the http://www.bhmac.org.
 

Duties and Responsibilities

Under the direct supervision of the Sector Leader, the UN Volunteer will undertake the following tasks:

  • Assist in day-to-day activities related to Energy and Environment Sector administration;
  • Organize meetings and events, including venues, facilities, document preparation, catering and security clearances;
  • Organize travel for sector members, consultants and participants for consultancies, training and workshops;
  • Prepare routine correspondece, faxes, memorandum and reports to partners;
  • Assist in editing and finalizing  annual reports and correspondence;
  • Ensure particularly that all procurement documents are appropriately filed with meticulous attention to administrative, technical and commercial procedures;
  • Monitor personnel files for national and international consultants, following up on contract expiry and extension dates, recording travel and travel entitlements, checking on completion of TORs and payment;
  • Keep contract files including progress monitoring, payment schedules, completion of TORs and acceptance and clearance of deliverables;
  • Provide inputs for publication materials and collect information related to the project activities; extracts date from various sources;
  • Compile and maintain records/documents/files relating to the project in a user-friendly manner;
  • Act as a custodian for management of office stationary supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
  • Perform other duties as determined by the Sector Leader.

Furthermore, UN Volunteers are required to:

  • Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);
  • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
  • Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities;
  • Contribute articles/write-ups on field experiences and submit them for UNV publica-tions/websites, newsletters, press releases, etc.;
  • Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;
  • Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.
     

Competencies

Professionalism: 
  • Sound knowledge and understanding of concepts and approaches relevant to budgetary and financial management; demonstrable knowledge of database administration; 
  • Knowledge of the financial rules and regulations of the BiH as well as familiarity with BiH policies and procedures as they relate to budgeting and financial administration; 
  • Demonstrable commitment to the values of the United Nations, particularly integrity in daily activities and behaviors; demonstrated professional competence and mastery of administrative processes;
  • Ability to perform a range of administrative functions, including event planning and organizing and human resources administration;
  • Ability to map out potential risks and make contingencies, as required; 
  • Conscientious and efficient in meeting commitments, observing deadlines and achieving results;
  • Shows persistence when faced with difficult problems or challenges.
Accountability: 
  • Takes ownership of responsibilities and honors commitments; 
  • Delivers outputs for which one has responsibility within prescribed time, cost, and quality standards; 
  • Operates in compliance with organizational regulations and rules;
  • Takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Teamwork:  
  • Proven interpersonal skills and the ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity; 
  • Is willing to learn from others; places team agenda before personal agenda; 
  • Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Planning & Organizing: 
  • Able to establish priorities and to plan, coordinate and monitor work while prioritizing competing demands; able to work on tight deadlines;
  • Knowledge on how to develop clear goals that are consistent with agreed strategies;
  • Foresees risks and allows for contingencies when planning;
  • Monitors and adjusts plans and projects as necessary; uses time efficiently.

Required Skills and Experience

Education:

  • Secondary education; University degree from an accredited academic institution is an advantage.

Experience:

  • At least 2 years of progressively responsible experience (paid or voluntary) providing administrative assistance in project implementation and management at national or international level;
  • Experience in working with different stakeholders, such as the government institutions, civil society organizations, etc.;
  • Advanced knowledge of Microsoft Office software package (MS Word, Excel, Spreadsheet, Internet etc.);
  • Demonstrated experience working in complex environments;
  • Familiarity with UN system and UNDP rules and procedures and/or European Union-funded projects is an advantage;
  • Excellent communication skills, oral and writing;
  • Knowledge and experience in volunteering, and willingness to learn about volunteering.

Disclaimer

United Nations Volunteers is an equal opportunity programme which welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, nationality and culture.

United Nations Volunteers reserves the right to select one or more candidates from this announcement.  We may also retain applications and consider candidates applying to this opening for other openings with United Nations Volunteers with similar assignment description, experience and educational requirements.

This vacancy is now closed.
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