Administrative and Finance Assistant - G4 (DC)
Sarajevo (Bosnia and Herzegovina)
Vacancy no.: DC/SARAJEVO/GS/2020/01
Publication date: 20 November 2020
Application deadline (midnight Sarajevo time): 6 December 2020
Job ID: 5045
Department: RO-Europe and Central Asia
Organization Unit: DWT/CO-Budapest
Contract type: Fixed Term
Contract duration: One year, renewable
Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General.
In order to support the best informed process in the filling of the above-mentioned vacancy by direct selection, the ILO invites interested candidates to submit their application online by the above date.
The following are eligible to apply:
- ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
- External candidates*
*The recruitment process for General Service positions is subject to specific local recruitment criteria.The ILO may only offer a contract to persons who have a valid residency status and work permit in Bosnia and Herzegovina.
Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A one-year fixed-term contract will be given. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.
*Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. The entry level salary for this position is 34,491 BAM yearly.
This position is currently advertised pending the final agreement between the ILO and its development partners on the funding of the project and the resources being made available for the ILO.
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 18 countries of Central and South Eastern Europe (for more see www.ilo.org/budapest).
Covid-19 Investment response – EU4BusinessRecovery is the project funded by the European Union whose overall objective is to contribute to support to Bosnia and Herzegovina in mitigating the economic effects generated by the COVID-19 pandemic. The International Labour Organization (ILO), United Nations Development Programme (UNDP) and Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) team together to support Micro, Small and Medium Enterprises (MSMEs), agri-food and tourism operators, entrepreneurs and farmers to ensure business continuity despite the negative effects of COVID-19 and creation of innovative start-ups as a response to COVID 19 crisis.
Specific task of the ILO will be to support MSMEs in textile, apparel and footwear sector and creation of innovative start-ups. Support will be provided through: development and implementation of sector-based guidelines for occupational safety and health (OSH); support in product and business innovation and reorganization/ localization of the supply chains to maintain the functioning and increase competitiveness (though the dialogue with international buyers, conclusion of the International Framework Agreements and introduction of Sustaining Competitive and Responsible Enterprises (SCORE) programme to create Factory Improvement Plans); support in development of start-ups through Local Partnerships for Entrepreneurship Development and establishment of help desk system to provide financial and legal advices to MSMEs and start-ups.
An Administrative and Finance Assistant will provide administrative and logistical support to the implementation of the project, including the organization of project events, capacity building and field activities.
The Administrative and Finance Assistant will report directly to the Chief Technical Advisor (CTA) and work in coordination of with the ILO Decent Work Technical Support Team and Country Office for Central and Eastern Europe in Budapest (DWT/CO-Budapest), with the Employment Specialist of DWT/CO-Budapest as higher-level chief.
1. Carry out general administrative and financial tasks and provide logistic support for the smooth functioning of project administration. Maintain office administrative files and official records.
2. Assist the NPC in the preparation of accounting records by recording receipts and disbursements and reconciling data for routine simple statements and recurring reports.
3. Assist in the preparation of cost estimates by collecting necessary data.
4. Maintain project financial transactions and reporting system in accordance with the ILO rules and regulations.
5. Handle disbursements from petty cash fund and maintain records of such disbursements.
6. Maintain contact with project partners for verifying accounting information.
7. Coordinate and work closely with relevant project staff based in different duty station.
8. Compile related documentation for preparation of progress/ad hoc reports and evaluation reports;
9. Draft and type correspondence, reports and documents and ensure accuracy in typing and grammar, and punctuality;
10. Provide secretarial and/or administrative support for seminars, workshops or meetings;
11. Regularly update lists of names, addresses and telephone numbers of contacts and partners relevant to the project; also maintain an inventory list of all project furniture, equipment and vehicle;
12. Make travel arrangements and hotel reservations, and preparation of materials for missions;
13. Maintain contacts with staff in the office and outside the duty station.
14. Perform other duties as assigned by the supervisor.
Throughout the work, the incumbent must follow the ILO Standard Operational Procedures and Rules Concerning Covid-19 as well as the national rules on Covid-19.
Completion of Secondary School Education supplemented by commercial training in bookkeeping, accounting, and business administration or equivalent experience.
Three to four years of general administrative/secretarial experience. Familiarity with United Nations’ administrative and financial procedures would be an advantage.
Excellent knowledge of English and the local language.
• 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 multitasks.
• 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 file system;
• Ability to compose correspondence and correct documents in accordance with established standards;
• Accuracy and ability to pay attention to details;
• Excellent oral and written communication skills;
• Customer service experience in order to provide courteous, prompt and efficient responses to internal clients.
• Understanding of principles of non-discrimination and gender equality.
Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures.
The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.