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Executive Assistant (m/f)
We are advertising the following position for the project EU Support to Strengthen the Fight against Migrant Smuggling and Trafficking in Human Beings in the Western Balkans (EU4FAST), Italian Ministry of Interior (IT MoI) (hereinafter, Project).
Location: Sarajevo, Bosnia and Herzegovina
The candidate will operate under the overall guidance of the Project Manager, and direct supervision of the Team Leader and the Office Manager. The candidate will handle a broad range of administrative and secretarial tasks, ensuring smooth office operations and providing support to the Management. The candidate will be responsible for coordinating and supporting the implementation of the planned activities.
The successful candidate will be tasked with the following duties:
- Perform administrative and secretarial duties, handle the reception area, and welcome partners and guests;
- Ensure smooth communication with internal and external parties using all communication channels;
- Providing high-level support to the management staff in all strategic and operative duties and assisting the Project Manager;
- Monitoring the implementation of the project activities to ensure the deadlines are met and informing the Project Manager on potential delays and issues;
- Overseeing administrative and logistical aspects of the project, including project expenditures, timelines, and reporting requirements, and proposing solutions where necessary;
- Performing administrative tasks such as reservations, research for information and reference material; preparing correspondence, travel arrangements/requests/authorizations, expenditure authorizations, visa applications, maintaining office supplies, supporting IT equipment maintenance and assisting in its operation, and other procurement-related to office supplies and maintenance;
- Implement tasks in accordance with Standard Operating Procedures (SOPs), internal policies, and legal regulations;
- Drafting and formatting routine correspondence both on administrative and substantive project matters based on the existing templates or practice, such as terms of reference and background notes; proofreading documents and editing texts, taking meeting notes, and drafting summaries;
- Initiating and following up on actions related to recruitment of consultants, training and study tours, purchase of equipment, payments, travel authorization requests/claims, and dealing with all related inquiries.
- Maintaining paper and digital files and databases, updating and maintaining distribution lists, maintaining proper records of project-related activities and correspondence, and collecting relevant statistics;
- Supporting the development and implementation of a social media plan, facilitating and coordinating its execution with the Communication Manager and programmatic contact points within all executive structures, including drafting press releases and social media posts, managing accounts, and guiding consultants in the development of materials for social media use, under the guidance of the Office Manager.
- Coordinating the planning, preparation, and implementation of meetings, training programs, peer-learning events, and conferences by preparing all necessary administrative and logistical arrangements;
- Entering relevant data into the Project’s records and providing related updates to Management staff when needed;
- Drafting correspondence in English and local language;
- Preparing summaries of relevant documents;
- Providing simultaneous and consecutive interpretation in meetings and translation of documents, reports, correspondence, and press articles from English to the local language and vice versa; this also includes reading through original material and rewriting it in the target language ensuring accuracy and retention of the meaning of the source material;
- Working closely with the relevant Management staff to ensure coherence and coordination in Project activities relating to the Project;
- Performing Other Duties as Assigned.
- Completed secondary school education, supplemented by formal studies in law, social/political sciences, or languages
- Minimum five (5) years of relevant work experience in the field of administration and knowledge of modern office procedures;
- Project management and/or project support experience;
- Knowledge of the legislation of the country where the duty is carried out;
- Professional fluency in English and the local languages with excellent communication (both oral and written) skills; knowledge of Italian is an asset;
- Established simultaneous/consecutive interpretation and translation experience;
- Digital literacy and proficient in using Microsoft applications (Outlook, Teams, Word, Excel and PowerPoint) and the Internet.
- Ability to communicate effectively at a number of different levels and methods;
- Ability to use own initiative, work under pressure and to respect deadlines;
- Strong administrative, organizational, planning skills and experience in producing reports and presentations in English and local language;
- Solid experience from similar international projects in a multicultural environment;
- Ability to manage public communication;
- Ability to understand and respect all confidential classifications of any government or trade documents, statements or other information he/she may be given during the exercise of his/her duties;
- Knowledge of EU policies and institutions, EU Agencies, and International law enforcement related Organizations;
- Previous work experience in local institutions (e.g. Ministry of Interior, etc.) or similar EU projects is considered an additional asset.
- No criminal convictions and no measures concerning the application of preventive measures, civil decisions, and administrative measures registered in the criminal record or for any crime which determines the inability to contract with the Public Administration;
- Not subjected to criminal proceedings;
- Have the requirement of independence and no condition of incompatibility or conflict of interest (financial, business, work, or other relations) with the Italian Ministry of Interior.
This position is open to citizens and permanent residents of Bosnia and Herzegovina only.
NOTE: Please note that this position is funded under a European-Budgetary Project, which runs until 31 May 2027, subject to receipt of funds.
Should you be selected for the position, you will be based in the Head Office of the Italian Ministry of Interior (IT MoI) in Sarajevo, and you would work under the EU4FAST Project “EU Support to Strengthen the Fight against Migrant Smuggling and Trafficking in Human Beings in the Western Balkans (IPAIII/2023/442-774), Italian Ministry of Interior (IT MoI)”.
For more detailed information on the structure and work of the EU4FAST Project, please see: https://www.giz.de/de/downloads/giz2024-en-eu4fast.pdf.
Only those candidates who are selected to participate in the subsequent stages of recruitment will be contacted.
Candidates interviewed and found suitable in the recruitment process for this vacancy notice will be placed on a roster of suitable candidates (valid for three years) for fixed-term posts, should a suitable opportunity arise. The placement on a roster does not guarantee a future appointment or assignment.
Candidates should be aware that IT MoI officials shall conduct themselves at all times in a manner befitting the status of an international civil servant. This includes avoiding any action which may adversely reflect on the integrity, independence and impartiality of their position and function as officials of the IT MoI.
Please note that for this position, the IT MoI does not reimburse expenses such as travel in connection with interviews, tests, visas and relocation.
Please be aware that the IT MoI does not request payment at any stage of the application and review process.
The Project retains the discretion to re-advertise/re-post the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration.
Please send your application and CV in the English language, with full confidentiality, to the following
Email: [email protected]
APPLICATION LINK
The closing date for applications is December 10th.
Any additional information can be obtained on tel +387 33 29 52 54
More informations about the company can be found on www.dekra-zapo.ba.
Napomena: Please be informed that only short-listed candidates will be contacted and invited for an interview. Thank you for understanding.
