Terms of Reference for the DPPI SEE Secretariat Finance and Administrative Assistant

1. Background

The Disaster Preparedness and Prevention Initiative for South-Eastern Europe (DPPI SEE) is an intergovernmental organization that serves as a regional cooperation framework among the national civil protection authorities of South-Eastern Europe.

The DPPI SEE Secretariat facilitates regional collaboration, implements the Disaster Management Training Programme (DMTP), and organizes workshops, meetings, and projects that strengthen disaster preparedness, prevention, and resilience across the region.

The Finance and Administrative Assistant provide essential financial, administrative, and logistical support to ensure the effective functioning of the Secretariat and the successful implementation of DPPI SEE activities.

2. Duties and Responsibilities

Under the supervision of the Head of the DPPI SEE Secretariat and within the framework of DPPI SEE’s mandate and operational procedures, the incumbent performs the following tasks:

Financial Management

• Monitor and control DPPI SEE budget spending and maintain accurate and up-to-date financial and administrative records.

• Support the planning, preparation, and execution of the annual budget and financial forecasts.

• Prepare financial documentation and (analytical and predictive) reports, including the Finance Report for inclusion in the Interim and Final Reports presented at regional meetings.

• Process and track financial transactions, including invoices, payments, reimbursements, and vendor contracts, ensuring compliance with internal financial rules and procedures.

• Maintain regular communication with current vendors — travel agency, auditing firm, accounting company and any other contracted entity ensuring timely service delivery and contract compliance.

• Support procurement processes, including obtaining quotations, evaluating offers, and maintaining vendor documentation in line with transparency and accountability principles.

Administrative and Organizational Support

• Manage and maintain the Secretariat’s filing and documentation system, including the use of Document Management Software (DMS) and other digital archiving tools.

• Provide logistical and administrative support for the DMTP, regional meetings, workshops, and other events organized under the DPPI SEE framework.

• Monitor and manage registration for DMTP, regional meetings and other relevant events, including communication with national focal points, partners, confirmation of participants, and coordination of travel and accommodation logistics.

• Assist in preparing and disseminating meeting agendas, materials, and minutes, ensuring proper documentation of all Secretariat activities.

• Provide day-to-day administrative support to the Head of the Secretariat and facilitate communication and coordination with member state focal points and partners.

Communication and Coordination

• Maintain consistent communication with vendors, partners, and service providers to ensure efficient and timely operations.

• Coordinate with finance and administrative sectors of civil protection/disaster management authorities in DPPI SEE member states on finance and administrative matters.

• Serve as a focal point for logistical coordination with event venues, hotels, and suppliers, ensuring cost-effectiveness and quality of services.

• Support internal communication and collaboration within the Secretariat team to maintain effective workflows and information exchange.

Other Tasks

• Provide general support to the Head of the Secretariat and DPPI SEE member countries as required.

• Participate in relevant DPPI SEE meetings, seminars, exercises and workshops.

• Undertake missions within the SEE region in support of DPPI SEE activities as required.

• Perform other administrative or financial duties assigned by the Head of the Secretariat.

3. Professional Requirements and Qualifications

• University degree in finance, business administration, management, or another relevant field.

• Minimum of three years of relevant professional experience in law, economics/financial management, administration, or logistics, preferably within an international or regional organization.

• Demonstrated experience in event organization and coordination, including vendor management and logistical planning.

• Strong understanding of financial processes, budgeting, and reporting standards.

• Proficiency with dealing with documents and their archiving, Windows365 and other office software tools (MS Office Suite, Excel, Teams, Forms, Doodle, PowerPoint, etc.).

• Knowledge in EU general data protection regulation (GDPR) is desirable.

• Knowledge in Practical guide on contract procedures for European Union external action (PRAG) is an asset. 

• Excellent written and oral communication skills in English; fluency in any South-Eastern European language is a strong asset.

• Excellent organizational skills, attention to detail, and ability to manage multiple tasks simultaneously.

• Familiarity with the institutional, political, and social context of South-Eastern Europe.

• Strong interpersonal skills, professionalism, and ability to work effectively in a multicultural environment.

• Availability to undertake travel within the SEE region as required.

4. Working Conditions and Contractual Arrangements

• The Finance and Administrative Assistant is an employee of the DPPI SEE Secretariat, an international organization headquartered in Sarajevo, Bosnia and Herzegovina.

• Place of work: headquarters with the possibility of hybrid arrangement (approximately 70-30).

• The position is full-time, with regular working hours Monday to Friday, from 09:00 to 17:00.

• The gross monthly salary for this position is 2,000 EUR.

• The incumbent reports directly to the Head of the DPPI SEE Secretariat.

5. Application Procedure

The job offer is open from 2 February to 3 March 2026 (23:59 CET).
Applications received after the closing date will not be considered.

All applications must be submitted exclusively by email to: secretariat@dppi.info 

Each application must include the following documents (in English):

1. Curriculum Vitae (CV) clearly outlines education, work experience, and relevant skills.

2. Motivation/Cover Letter — explaining the applicant’s interest in and suitability for the position.

3. Copies of educational diplomas or certificates (scanned versions are acceptable).

4. At least one professional reference or contact person who can confirm previous relevant experience.

5. Any supporting documents demonstrating relevant qualifications, experience, or training.

The Selection Committee, composed of one representative from each of the DPPI SEE Trio member states, will evaluate the applications submitted by the candidates. The Chair-in-Office will schedule a meeting within one calendar week following the applicaion submission deadline. Only shortlisted candidates will be contacted for interviews.