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Ovaj oglas je istekao 17.06.2020. i više nije aktivan.
Sadržaj oglasa prikazan je isključivo u informativne svrhe.
Trenutno aktivne oglase pogledajte na www.posao.hr.
Administrativni asistent
Oglas je istekao
Poslodavac:
Kategorija:
Mjesto rada:
Rok prijave:
17.06.2020.
O poslu
Opis radnog mjesta:
The Integrative Internal Security Governance (IISG) in the Western Balkans is a coordination platform bringing together Western Balkan partners, relevant international partners, EU actors and EU Member States in the areas of counterterrorism and preventing violent extremism (P/CVE), serious organised crime and border security, in line with the EU perspective for the egion.
The objective of the IISG is to improve collective efficiency by mapping the needs and coordinating responses concerning security threats in the Western Balkan region. The results to be achieved by the IISG are:
identification of security needs and responses in the Western Balkans;
increased coordination of IISG Members;
high visibility of achievements among stakeholders and the wider public.
The work of the IISG is conducted at strategic and technical levels within the respective IISG structures – IISG Board, IISG Support Group and IISG
Secretariat.
The IISG is organised in the following three thematic pillars: the Western Balkans Counter Terrorism Initiative (WBCTi): actions related to counter-terrorism and preventing and countering violent extremism; the Western Balkans Counter-Serious Crime Initiative (WBCSCi): actions related to fighting serious organised crime; and the Western Balkan Border Security Initiative (WBBSi): actions related to border security.
The core tasks of IISG are to: map the security needs in the Western Balkan region in the areas of counter-terrorism, organised crime and border security, and map the ongoing projects, activities and initiatives (“actions”) conducted, in the first place, by IISG members from a regional perspective (“responses”). On this basis develop and disseminate to the relevant stakeholders a comprehensive and regularly updated overview; analyse whether the needs are adequately addressed, to prevent puplications and gaps in responses, and to suggest and facilitate potential synergies; collect and communicate achievements in order to ensure their visibility.
The IISG aims at being systematically inclusive, flexible and result-oriented in its work. Its activities are to be consistent with and in support of relevant EU policy.
The IISG Secretariat, which does not have legal personality, is hosted by the RCC as of 1 April
The IISG Secretariat is a technical body, offering expertise and supporting the Western Balkan Partners in the implementation of the IISG. It is accountable to the IISG Board, which is represented by the ministers of interior/security of the Western Balkan Partners and the European Commission.
Tasks and Responsibilities
The Administrative Assistant will be responsible for implementation of substantial day-to-day tasks assigned within the project’s objectives. Specific duties and responsibilities will include, but not be limited to:
1) Administering and tracking all financial documents of the project and providing substantial support in financial reporting of the project to the Head of IISG Secretariat in line with the RCC, EC and project rules and procedures:
keeps financial and administrative reporting of the project and liaises with the RCC administration and financial staff on all relevant matters regarding financial management of the project;
keeps track of all administrative files and financial arrangements concerning all project activities (events, travels, technical assistance and service contracts, publications, etc.);
processes purchase orders, contract letters, administrative arrangements, consultancy contracts and service contracts in line with the instructions and relevant procedures;
makes all necessary preparations for the project contractual arrangements in accordance with the standard RCC and EC procedures;
maintains project budgeting;
records, verifies and keeps up-to-date all kinds of financial data;
performs the duties of receiving goods and of updating, maintaining and monitoring inventory records of the project;
prepares draft financial reports of the project in line with the RCC, EC and project rules and procedures.
2) Organising and managing project archive and documents, including financial records, in line with the project, EC and RCC rules and procedures and providing substantial support in project reporting to the Head of IISG Secretariat in line with the RCC, EC and project rules and procedures;
maintains all administrative file records in hard copy and electronic version following the standard filing system established by the project;
assists the Head of IISG Secretariat in preparation of all project reports in line with the RCC, EC and project rules and procedures.
3) Carrying out practical and logistical organisation of project activities, in particular project meetings, official journeys and other events:
carries out the practical and logistical organisation of meetings, official journeys and other events; keeps track of all administrative files and financial arrangements concerning these events;
makes travel, visa and accommodation arrangements for staff members and experts; assists in the reimbursement of travel and subsistence expenses in accordance with the relevant procedures; verifies cost of missions and follows up on outstanding claims;
organises project meetings, workshops, seminars, conferences and trainings, including invitations, venues, refreshments, interpretation, nameplates and badges, etc.;
drafts meeting related and administrative correspondence in coordination with the Head of IISG Secretariat;
prepares draft financial and narrative reports of project events for Head of IISG Secretariat’s approval.
4) Organising production, distribution and publication of project related documents in print version or online;
organises translation, proofreading, design and layout of relevant texts and documents in line with the RCC and EC Visibility Guidelines;
organises the production, distribution and publication of documents in print version or online.
5) Administering day-to-day IISG correspondence and IISG website:
receives, reviews and dispatches incoming correspondence, e-mails, etc.; manages shared files and mailboxes;
drafts and formats standard correspondence, memos and presentations in accordance with the instructions; organises physical and electronic files;
provides a swift and professional follow-up to incoming phone calls and emails;
keeps records of communication with all relevant stakeholders.
The Administrative Assistant will undertake other tasks as directed by the Head of IISG Secretariat.
The objective of the IISG is to improve collective efficiency by mapping the needs and coordinating responses concerning security threats in the Western Balkan region. The results to be achieved by the IISG are:
identification of security needs and responses in the Western Balkans;
increased coordination of IISG Members;
high visibility of achievements among stakeholders and the wider public.
The work of the IISG is conducted at strategic and technical levels within the respective IISG structures – IISG Board, IISG Support Group and IISG
Secretariat.
The IISG is organised in the following three thematic pillars: the Western Balkans Counter Terrorism Initiative (WBCTi): actions related to counter-terrorism and preventing and countering violent extremism; the Western Balkans Counter-Serious Crime Initiative (WBCSCi): actions related to fighting serious organised crime; and the Western Balkan Border Security Initiative (WBBSi): actions related to border security.
The core tasks of IISG are to: map the security needs in the Western Balkan region in the areas of counter-terrorism, organised crime and border security, and map the ongoing projects, activities and initiatives (“actions”) conducted, in the first place, by IISG members from a regional perspective (“responses”). On this basis develop and disseminate to the relevant stakeholders a comprehensive and regularly updated overview; analyse whether the needs are adequately addressed, to prevent puplications and gaps in responses, and to suggest and facilitate potential synergies; collect and communicate achievements in order to ensure their visibility.
The IISG aims at being systematically inclusive, flexible and result-oriented in its work. Its activities are to be consistent with and in support of relevant EU policy.
The IISG Secretariat, which does not have legal personality, is hosted by the RCC as of 1 April
The IISG Secretariat is a technical body, offering expertise and supporting the Western Balkan Partners in the implementation of the IISG. It is accountable to the IISG Board, which is represented by the ministers of interior/security of the Western Balkan Partners and the European Commission.
Tasks and Responsibilities
The Administrative Assistant will be responsible for implementation of substantial day-to-day tasks assigned within the project’s objectives. Specific duties and responsibilities will include, but not be limited to:
1) Administering and tracking all financial documents of the project and providing substantial support in financial reporting of the project to the Head of IISG Secretariat in line with the RCC, EC and project rules and procedures:
keeps financial and administrative reporting of the project and liaises with the RCC administration and financial staff on all relevant matters regarding financial management of the project;
keeps track of all administrative files and financial arrangements concerning all project activities (events, travels, technical assistance and service contracts, publications, etc.);
processes purchase orders, contract letters, administrative arrangements, consultancy contracts and service contracts in line with the instructions and relevant procedures;
makes all necessary preparations for the project contractual arrangements in accordance with the standard RCC and EC procedures;
maintains project budgeting;
records, verifies and keeps up-to-date all kinds of financial data;
performs the duties of receiving goods and of updating, maintaining and monitoring inventory records of the project;
prepares draft financial reports of the project in line with the RCC, EC and project rules and procedures.
2) Organising and managing project archive and documents, including financial records, in line with the project, EC and RCC rules and procedures and providing substantial support in project reporting to the Head of IISG Secretariat in line with the RCC, EC and project rules and procedures;
maintains all administrative file records in hard copy and electronic version following the standard filing system established by the project;
assists the Head of IISG Secretariat in preparation of all project reports in line with the RCC, EC and project rules and procedures.
3) Carrying out practical and logistical organisation of project activities, in particular project meetings, official journeys and other events:
carries out the practical and logistical organisation of meetings, official journeys and other events; keeps track of all administrative files and financial arrangements concerning these events;
makes travel, visa and accommodation arrangements for staff members and experts; assists in the reimbursement of travel and subsistence expenses in accordance with the relevant procedures; verifies cost of missions and follows up on outstanding claims;
organises project meetings, workshops, seminars, conferences and trainings, including invitations, venues, refreshments, interpretation, nameplates and badges, etc.;
drafts meeting related and administrative correspondence in coordination with the Head of IISG Secretariat;
prepares draft financial and narrative reports of project events for Head of IISG Secretariat’s approval.
4) Organising production, distribution and publication of project related documents in print version or online;
organises translation, proofreading, design and layout of relevant texts and documents in line with the RCC and EC Visibility Guidelines;
organises the production, distribution and publication of documents in print version or online.
5) Administering day-to-day IISG correspondence and IISG website:
receives, reviews and dispatches incoming correspondence, e-mails, etc.; manages shared files and mailboxes;
drafts and formats standard correspondence, memos and presentations in accordance with the instructions; organises physical and electronic files;
provides a swift and professional follow-up to incoming phone calls and emails;
keeps records of communication with all relevant stakeholders.
The Administrative Assistant will undertake other tasks as directed by the Head of IISG Secretariat.
Vrsta posla:
rad na određeno vrijeme
Regija:
O zaposleniku
Znanja i kvalifikacije:
Key Requirements:
A minimum of 5 years of professional experience in administration and implementation of projects, preferably in an international environment and with knowledge and experience in SEE;
An academic degree of relevance for the position or equivalent;
Experience in financial administration of projects, preferably EC-funded projects;
Previous experience of working for at least one nationally and/or regionally executed project funded by the European Commission;
Experience in organisation and management of events;
Fluency in oral and written English and computer literacy; knowledge of SEE languages and other EU languages will be considered an asset;
Sufficient knowledge of SEE and consolidated experience in regional cooperation;
Strong analytical and financial skills demonstrable through previous work;
Able to work both independently and as part of a team in a multicultural environment;
Possess high inter-personal skills and ability to work under pressure and meet tight deadlines;
Be able to handle administrative tasks according to the RCC internal rules and regulations.
A minimum of 5 years of professional experience in administration and implementation of projects, preferably in an international environment and with knowledge and experience in SEE;
An academic degree of relevance for the position or equivalent;
Experience in financial administration of projects, preferably EC-funded projects;
Previous experience of working for at least one nationally and/or regionally executed project funded by the European Commission;
Experience in organisation and management of events;
Fluency in oral and written English and computer literacy; knowledge of SEE languages and other EU languages will be considered an asset;
Sufficient knowledge of SEE and consolidated experience in regional cooperation;
Strong analytical and financial skills demonstrable through previous work;
Able to work both independently and as part of a team in a multicultural environment;
Possess high inter-personal skills and ability to work under pressure and meet tight deadlines;
Be able to handle administrative tasks according to the RCC internal rules and regulations.
Minimalna stručna sprema:
Fakultet
Strani jezik:
engleski
Poznavanje rada na računaru:
dobro
Potrebno radno iskustvo:
pet godina
