Project Support Assistant

Job Advertisement

Position Title: Project Support Assistant
Location: Sarajevo
Country: Bosnia and Herzegovina
Deadline Date: 25 February 2025

Job Details

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. Established in 1919, the ILO has a mission to ensure that labor standards are upheld globally, focusing on promoting rights at work, encouraging decent employment opportunities, enhancing social protection, and strengthening dialogue on work-related issues. The ILO operates in over 180 countries and has a diverse workforce committed to improving labor conditions worldwide. The organization values diversity and inclusivity, welcoming applications from qualified candidates regardless of gender, disability, or other factors.

Job Overview:
The Project Support Assistant will play a crucial role in supporting the implementation of the EU4Employment project in Bosnia and Herzegovina, which is aimed at improving the socio-economic conditions of vulnerable groups, including young people, rural women, and long-term unemployed individuals. The assistant will be responsible for providing comprehensive administrative and financial monitoring support to ensure the smooth execution of project activities. This position requires close collaboration with the Project Manager and other stakeholders, including project partners and donors, to facilitate effective communication and coordination. The assistant will also be involved in maintaining project documentation, managing logistics for meetings and workshops, and ensuring compliance with ILO standards and procedures. The role is essential for the successful delivery of project objectives and requires a proactive approach to problem-solving and organization.

Duties and Responsibilities:

• Draft and format various documents related to project activities, including correspondence, reports, and presentations, ensuring adherence to ILO standards.
• Communicate with suppliers, project partners, and donors to facilitate project implementation.
• Provide general office management and administrative support for meetings, seminars, and workshops organized under the project.
• Update project-related information on the website and maintain databases.
• Organize and maintain files, databases, and official records related to project activities, ensuring easy access to information.
• Coordinate with other work units to obtain necessary services for task completion.
• Manage administrative arrangements for official travel, including visas and travel authorizations.
• Assist in preparing cost estimates and compiling documents for project-related missions.
• Compile and enter routine financial data related to project activities. 1
• Prepare and process financial transactions, including contracts and purchase orders. 1
• Arrange payments for resource persons and maintain accurate records of financial transactions. 1
• Perform additional duties as assigned by the Project Manager.

Required Qualifications:
Candidates must have completed secondary school education. A strong background in office management and clerical support is essential, with at least three years of relevant experience. Proficiency in basic computer software, including Microsoft Office applications, is required, along with the ability to draft correspondence and maintain filing systems. Candidates should demonstrate strong organizational skills, attention to detail, and the ability to work independently and as part of a team. Excellent communication skills, both oral and written, are necessary for effective interaction with various stakeholders.

Educational Background:
The minimum educational requirement for this position is the completion of secondary school education. Additional qualifications or certifications in office management or administration may be advantageous but are not mandatory.

Experience:
The position requires a minimum of three years of experience in general office management and clerical support work. Candidates should have a proven track record of managing administrative tasks efficiently and effectively, demonstrating the ability to handle multiple responsibilities under time pressure.

Languages:
Fluency in English is mandatory, along with proficiency in the working language of the duty station, which includes Bosnian, Croatian, or Serbian. Knowledge of additional languages may be considered an asset but is not required.

Additional Notes:
This position is a fixed-term contract for one year, with the possibility of extension based on funding availability and performance. The entry-level salary for this position is 39,170 BAM per year. The ILO encourages applications from diverse candidates and values inclusivity in its recruitment process. The recruitment process for external candidates is subject to specific local criteria, and candidates must have valid residency status and work permits in Bosnia and Herzegovina to be eligible for consideration.