Background

Located in eastern Bosnia and Herzegovina (BiH) and covering geographically coherent territories of Bratunac, Milici, Srebrenica, Vlasenica and Zvornik municipalities, the Birac region, although endowed with abundant natural resources and fertile land suitable for agriculture, is faced with great development challenges, which stem from the devastating consequences of the 1992-1995 war and thereafter difficult overall socio-economic transition. Certain preconditions for community-led local development in the region have been created through integrated and inclusive local development planning in its constituent municipalities, as well as through a number of area-based interventions. However, the region as a whole is still faced with significant unemployment and limited economic opportunities, which translates into high levels of poverty and multiple forms of social exclusion.

In light of the above, the Birac Project has been developed as an intervention that builds on previous and ongoing support to the municipalities in the targeted region and argues for inter-municipal and regional cooperation to support bottom-up partnership approach to development and foster territorial cohesion, following the EU LEADER-like principles. Primarily targeting sub-regional territories, this approach is community-led by local action groups (LAG) composed of representatives of local public and private socio-economic interests. It rests on joint area-based integrated development strategy, designed taking into consideration local needs and potential, and encourages active engagement of all stakeholders in pursuing joint regional development agenda.

One of the main project goals was to consolidate development partnerships and strengthen co-ordination mechanisms within the region and in that effect establishment of the Local action group.

The process of LAG Drina-Birac establishment started in June 2014 and was carried out through a transparent process that includes the mobilisation of local stakeholders from the private, civil and public sectors. After several months of work, Constituent Assembly was held on 23.12.2014 in the municipality of Milici. The process of registration is in progress and it was done in accordance to the Law on Associations and Foundations of Bosnia and Herzegovina.

Host Agency/Host Institute: UNDP

Duties and Responsibilities

The UNDP/Birac project aims at contributing to socially inclusive and integrated development of the Birac region through effective mobilisation of development partnerships and resources, designing of the regional development strategy and empowering of all community stakeholders to jointly undertake development actions.   

The above goal will be attained through the following strategic objectives:

1. To consolidate development partnerships and strengthen co-ordination mechanisms within the region,
2. To plan the Birac region development in a socially inclusive and integrated manner,
3. To transform regional development priorities into community action. 

In the context of UNDP/BIRAC project, the LAG Administrative Assistant will be responsible for providing comprehensive secretarial and administrative support to the LAG Coordinator, including drafting correspondence, taking of minutes, arranging for the processing of government clearances, making travel arrangements and related tasks.

Description of tasks:

Under the direct supervision and guidance of the UNDP/BIRAC Project manager, the national UN Volunteer will provide technical assistance and capacity development support related to the functioning of Drina Birac LAG.

Summary of key functions:

• Assist in day-to-day activities related to LAG administration such as recruitment, procurement, accounting and reporting;
• Organize meetings including venues, facilities, document preparation, catering and security clearances;
• Organize travel for LAG members, consultants and participants for consultancies, training and workshops;
• Assist in monitoring the project budget and preparation of financial statements;
• Assist in editing and finalizing of annual reports and correspondence;
• Ensure particularly that all procurement documents are appropriately filed with meticulous attention to administrative, technical and commercial procedures;
• Monitor personnel files for national and international consultants, following up on contract expiry and extension dates, recording travel and travel entitlements, checking on completion of TORs and payment;
• Keep contract files including progress monitoring, payment schedules, completion of TORs and acceptance and clearance of deliverables;
• Prepare guidelines, guides and other documentation relating to the implementation of LAG regional development strategy (RDS) and collection of project proposals;
• Gather information that could be useful for  analysing of LAG area;
• Assist of LAG coordinator in the project preparation, processing of received requests, monitoring and evaluation of LAG RDS;
• Provide inputs for publication materials and collect information related to the LAG activities;
• Perform other duties as determined by the Regional Project Coordinator.

Furthermore, UN Volunteers are required to:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
• Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities;
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
• Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;
• Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Results/Expected Output:

Overall, it is is expected that the LAG Administrative Assistant will assist the UNV LAG Coordinator in the day-to-day operations related to human resources, financial management, procurement & logistics and general administration.

Outputs:

• Implementation of LAG internal operational procedures
• Support to procurement processes
• Support to recruitment processes
• Support to provision of travel and logistical services
• Support to knowledge building and knowledge sharing.
• A final statement of achievements towards volunteerism for development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed.

Competencies

Professionalism:

• Sound knowledge and understanding of concepts and approaches relevant to budgetary and financial management; demonstrable knowledge of database administration;
• Knowledge of the financial rules and regulations of the BiH as well as familiarity with BiH policies and procedures as they relate to budgeting and financial administration;
• Demonstrable commitment to the values of the United Nations, particularly integrity in daily activities and behaviors; demonstrated professional competence and mastery of administrative processes;
• Ability to perform a range of administrative functions, including event planning and organizing and human resources administration;
• Ability to map out potential risks and make contingencies, as required;
• Conscientious and efficient in meeting commitments, observing deadlines and achieving results;
• Shows persistence when faced with difficult problems or challenges.

Accountability:

• Takes ownership of responsibilities and honors commitments;
• Delivers outputs for which one has responsibility within prescribed time, cost, and quality standards;
• Operates in compliance with organizational regulations and rules;
• Takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Teamwork: 

• Proven interpersonal skills and the ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity;
• Is willing to learn from others; places team agenda before personal agenda;
• Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning & Organizing:

• Able to establish priorities and to plan, coordinate and monitor work while prioritizing competing demands; able to work on tight deadlines;
• Knowledge on how to develop clear goals that are consistent with agreed strategies;
• Foresees risks and allows for contingencies when planning;
• Monitors and adjusts plans and projects as necessary; uses time efficiently.

Required Skills and Experience

Education:

• Secondary education (university degree in social sciences, business administration or similar is an asset).

Experience:

• Minimum two years year of progressively responsible professional experience in administrative assistance of project implementation and management preferably in a civil service, NGO, or international organisation environment. Computer literacy, specifically advanced skills in MS Office Suite. Work experience in the United Nations System or European Union -funded projects would be an asset.

Language Requirements:

• Fluency in English and BiH languages (written and spoken).

Living Conditions:

The UN designated state of alert for Bosnia and Herzegovina is Security Level 1 which is minimal and lowest security level in the Security Level System for the entire country, including the capital of Sarajevo.

The situation in Bosnia and Herzegovina (BiH) is generally quiet; all international agencies consider threats to their staff to be low at this time. However, BiH has the same problems as much of Europe, from pickpockets to traffic accidents, so please make sure you exercise appropriate personal security awareness and common sense.

Bosnia and Herzegovina is a country with the largest mine contamination problem. Over 670.000 mines and 650.000 unexploded ordinances on 10.000 locations estimated. Contaminated area estimated is over 2.000 km2 which is more than 4 % of the total territory of Bosnia and Herzegovina. Staff is advised to stay on well-travelled routes while in the country.  See the http://www.bhmac.org.

Conditions of Service (National UNV COS_ENG )
A 6 (six) months contract, with subsequent contract extensions subject to availability of funding, operational necessity and satisfactory performance. However, there is no expectation of renewal of the assignment.

Travel to duty station (if applicable) and a Settling-In-Grant will be provided in the event duty station is not within commuting distance from the place of recruitment. A Volunteer Living Allowance (VLA) of BAM 1,699.00 is provided monthly to cover housing, utilities and normal cost of living expenses. Life, health and permanent disability insurance are included (health insurance for up to 3 dependents), as well as final repatriation (if applicable) and resettlement allowance for satisfactory service.