Administrative Assistant

Job Posting Organization:
The International Labour Organization (ILO) is a specialized agency of the United Nations that aims to promote social justice and fair labor practices worldwide. Established in 1919, the ILO has a mission to ensure that labor standards are upheld and that workers' rights are protected. The organization operates in over 180 countries and has a diverse workforce of approximately 3,500 employees. The ILO focuses on promoting decent work opportunities, enhancing social protection, and strengthening dialogue on work-related issues among governments, employers, and workers.

Job Overview:
The Administrative Assistant position is integral to the successful execution of a joint ILO-UNDP project aimed at enhancing Montenegro's circular economy. This role involves providing comprehensive support to the Project Team in managing day-to-day operations, including organizing events, managing contracts with external collaborators, and facilitating communication with various stakeholders involved in the project. The Administrative Assistant will be responsible for operational support to the Project Manager and will collaborate closely with Programme Assistants in Budapest to prepare contracts and process payments. This position is crucial for ensuring that the project runs smoothly and efficiently, contributing to the overall goals of promoting resource efficiency and sustainable practices in key sectors such as tourism, forestry, agriculture, and construction.

Duties and Responsibilities:

• Maintain project financial records and monitoring systems to accurately record and reconcile expenditures, balances, payments, statements, and other data for daily transactions and reports.
• Check, review, process, and prepare all documentation, including contracts, ensuring correctness and accuracy for financial clearances and payments.
• 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, drawing attention to matters requiring immediate attention.
• Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules before submitting to the Finance Unit.
• Classify and assign budget codes, verify and process claims for payment, check payment vouchers, prices, and claims invoices.
• Provide administrative and financial backstopping support and guidance to project staff and consultants regarding payments, entitlements, travel claims, and other requirements relating to accounts and finance.
• Consult with the Finance Unit and project team on rules, regulations, and procedures, informing project staff, partners, and consultants of new or revised procedures and practices.
• Maintain an overview of the financial situation of the projects, preparing and modifying budget data as required and preparing recurring reports as scheduled, assisting in preparing special reports for donor reporting, budget preparation, audits, or other reasons.
• Provide general office management assistance, handle administrative tasks, and provide advice and guidance to staff regarding administrative procedures, processes, and practices. 1
• Support project-related missions and activities, including preparing budgets, coordinating travel and lodging for officials and participants, recruitment, and payment of resource persons, and taking notes at meetings/seminars. 1
• Calculate and compile cost estimates and participate in budget analysis and forecasts as required. 1
• Provide support, when necessary, in the preparation and running of project workshops and meetings, including interpretation/translation and assistance to consultants when needed. 1
• Perform other relevant duties as assigned.

Required Qualifications:
Candidates must possess a completion of secondary school education. Formal training in accounting and/or finance and administrative fields would be considered an asset. The role requires a comprehensive understanding of financial and administrative rules, guidelines, and procedures, as well as in-house procedures for document preparation and administrative forms. Good analytical skills are essential, along with the ability to reason and make sound judgments. Candidates should demonstrate responsible behavior and attention to detail, with the ability to maintain financial records and prepare accounting reports and statements. A high standard of ethical conduct is expected, along with proficiency in computer software such as Microsoft Word, PowerPoint, Excel, and Adobe Reader. Candidates should also possess strong organizational skills and the ability to communicate effectively both orally and in writing.

Educational Background:
The position requires candidates to have completed secondary school education. While formal training in accounting and/or finance and administrative fields is not mandatory, it is highly regarded and would enhance a candidate's suitability for the role.

Experience:
Candidates should have at least five years of progressively responsible experience in financial and administrative work. This experience should demonstrate a solid understanding of financial management and administrative processes, as well as the ability to handle complex tasks and responsibilities effectively.

Languages:
Excellent knowledge of written and spoken English is mandatory, along with proficiency in Bosnian, Croatian, Serbian, or Montenegrin languages. This bilingual capability is essential for effective communication within the multicultural environment of the ILO and for engaging with local stakeholders.

Additional Notes:
The position is a short-term contract lasting 10 months, with a part-time commitment. The recruitment process is subject to specific local criteria, and the ILO may only offer a contract to individuals who possess valid residency status and a work permit in Montenegro. The entry-level salary for this position is 14,245.5 EUR yearly. The ILO values diversity and encourages applications from qualified female candidates and individuals with disabilities. It is important to note that technical cooperation appointments are not expected to lead to a career within the ILO and do not carry any expectation of renewal or conversion to other types of appointments.