By continuing to browse this site, you agree to our use of cookies. Read our privacy policy

Administrative Assistant - G4 (DC) 50%


  • Organization: ILO - International Labour Organization
  • Location: Belgrade
  • Grade: Administrative support - GS-4, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: Closed


Grade: G4 

Vacancy no.: DC/BELGRDADE/GS/2022/01
Publication date: 01 December 2022
Application deadline (midnight Belgrade time): 16 December 2022


Job ID: 10238 
Department: RO-Europe and Central Asia 
Organization Unit: DWT/CO-Budapest 
Location: Belgrade   
Contract type: Fixed Term 

Contract duration: one year (as of 01/February/2023) with 50% occupancy 


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 Serbia.


The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to


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 in 50% occupancy is 11,508.5 (EUR) yearly.


1.   (general information about the context in which the official will work)

This position is currently advertised subject to the final confirmation of the resources being made available for this project and signing of the agreement with the German Agency for International Cooperation (GIZ).

The position is located in Belgrade, Serbia, 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

Following the adoption of the Supply Chain Due Diligence Law in Germany in 2021, the GIZ and the ILO have joined forces in order to provide the workers in the enterprises in Serbia belonging to the supply chains of German companies with better access to grievance mechanisms. Following the results of an analytical study of existing grievance mechanisms in Serbia the project will work with the Office of the Commissioner for Equality Protection to facilitate the distinction between discrimination at work and the breach of labour rights, while the main project emphasis will be on amicable settlement of labour disputes and the capacity-building of compliance officers in the automotive, electrical and textile industry. The project will rely on the newly developed ILO Diagnostic tool and the Manual on amicable settlement of labour disputes, as well as on the knowledge dissemination among mediators and arbiters, aiming for more consistent provision and access to amicable settlement mechanisms for the workers in target industries throughout Serbia.

The Administrative Assistant will support the Project Manager 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.

2.    Reporting lines

The Administrative Assistant will report to the Project Manager as the primary level supervisor, and to the ILO National Coordinator (NC) for Serbia as the secondary level supervisor. He/she will receive the technical guidance from the Project Manager, the ILO NC for Serbia and from the Programme Assistants where applicable.

Description of Duties

1.    Draft standard correspondence, type and format a variety of documents related to project activities (correspondence, reports, technical documents, presentations) in conformity with the ILO requirements and using appropriate software. 

2.    Provide secretarial and administrative support in for meetings, seminars and/or workshops organized under the project at national and/or regional levels. This may include making logistics arrangements, preparation of invitation letters and the typing, compilation and distribution of working documents and other material.

3.    Support the knowledge management duties of the project both within and outside the organisation and ensures effective email and website communication with the the ILO DWT/CO Budapest.

4.    Maintain timely and orderly files and official records related to project activities. Search and select relevant information and records for officials upon request.

5.    Timely process and completion for travel arrangement, including travel authorization, hotel reservation, arrangement of travel, visas, identity cards, driving licenses, security and other required clearances.

6.    Compile, calculate and prepare cost estimates and prepare documents and materials for missions for colleagues, resource persons and participants of meetings, seminars and project-related activities. 

7.    Prepare routine financial data and statements for the project-related activities. Enter data into computer by classifying and coding transactions. 

8.    Prepare for processing in IRIS the Contracts, Travel Requests, Purchase Orders, Purchase Requisitions and External Payment Authorisations.

9.    Arrange payment of resource persons, such as Daily Subsistence Allowance. Draft payment-related correspondence and ensure follow-up. May make disbursements from petty cash fund. Maintain records of such disbursements and balance accounts as required. 

10.    Maintain and update programme and project databases and filing system on the project. Maintain tracking, monitoring and/or reporting systems regarding allocations and expenditures. 

11.    Perform other duties as assigned by the supervisor.

Required qualifications


Completion of secondary school education.


Three to four years’ general clerical experience. Practical experience on standard office software packages and email required by the work unit (e.g. WORD, EXCEL, PowerPoint).


Excellent knowledge of Serbian language and a good knowledge of English.



•    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.



Recruitment process


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.


Fraud warning


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 - - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.

This vacancy is now closed.
However, we have found similar vacancies for you: