Grade: G4
Vacancy no.: DC/SARAJEVO/GS/2023/01
Publication date: 22 September 2023
Application deadline (midnight Sarajevo time): 08 October 2023
Job ID: 11267
Department: RO-Europe and Central Asia
Organization Unit: DWT/CO-Budapest
Location: Sarajevo
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:
*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.
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 ilojobs@ilo.org.
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 35,806 (BAM) yearly. As in the UN Salary scale.
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 European Union.
1. Introduction (general information about the context in which the official will work)
The position is located in Sarajevo, Bosnia and Herzegovina, as 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 South-Eastern Europe (for more see www.ilo.org/budapest).
“EU4Education in Bosnia and Herzegovina” is a project funded by the European Union. The overall objective is to improve responsiveness of education to the labour market needs. The main component of the Action focusses on the development of occupational and qualification standards. This is complemented by the development and mainstreaming of programmes on entrepreneurial competences in VET schools (as part of the EU ENTERCOPMP framework) and the development of VET teachers’ competences in the area of e-Pedagogy (as part of the EU DIGCOMP framework) of teachers. Both components aim at strengthening institutional capacities of educational authorities and VET schools and to promote the replicability of those actions after the end of the project.
The Administrative and Finance Assistant supports project implementation and perform other duties as outline in Section 3.
2. Reporting lines
The Administrative and Finance Assistant reports directly to the National Project Coordinator and works in coordination with the ILO Decent Work Technical Support Team and Country Office for Central and Eastern Europe in Budapest (DWT/CO-Budapest), with the Senior Technical Officer (STO) of this new project as higher-level chief. Cooperation with the relevant ILO colleagues from administration and finance department in DWT/CO-Budapest will be required. Through their work, they inform and support the ILO National Coordinator (NC) functions in the country.
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 Project Manager 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; make travel arrangements and hotel reservations, and preparation of materials for missions.
4. Maintain project financial transactions and reporting system in accordance with the ILO rules and regulations. Handle disbursements from petty cash fund and maintain records of such disbursements.
5. Maintain contact with project partners for verifying accounting information.
6. Coordinate and work closely with relevant project staff based in different duty station.
7. Compile documentation for preparation of progress/ad hoc reports and evaluation reports.
8. Draft and type correspondence, reports and documents and ensure accuracy in typing and grammar, and punctuality.
9. Provide secretarial and/or administrative support for seminars, workshops or meetings.
10. 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.
11. Maintain contacts with staff in the office and outside the duty station.
12. Perform other duties as assigned by the supervisor.
Completion of Secondary School Education supplemented by commercial training in bookkeeping, accounting, and business administration or equivalent experience..
At least three years of general administrative/secretarial experience. Familiarity with United Nations’ administrative and financial procedures would be an advantage, as well as in monitoring project finances and finance reporting.
Excellent knowledge of English and the Bosnian/Croat/Serbian languages.
• Ability to organize own work and take responsibility.
• 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 collaborate with and 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 in both English and Bosnian/Croat/Serbian languages.
• Customer service experience in order to provide courteous, prompt and efficient responses to internal clients.
• Understanding of principles of non-discrimination and gender equality.
• Experience in projects related to the digitalisation of education is considered an asset.
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 - @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.