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:
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.
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.
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.
Maintain timely and orderly files and official records related to project activities. Search and select relevant information and records for officials upon request.
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.
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.
Prepare routine financial data and statements for the project-related activities. Enter data into computer by classifying and coding transactions.
Prepare for processing in IRIS the Contracts, Travel Requests, Purchase Orders, Purchase Requisitions and External Payment Authorisations.
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.
Maintain and update programme and project databases and filing system on the project. Maintain tracking, monitoring and/or reporting systems regarding allocations and expenditures.
Perform other duties as assigned by the supervisor.
Required qualifications:
Education:
Completion of secondary school education.
Experience:
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).
Languages:
Excellent knowledge of Serbian language and a good knowledge of English.
