Organization: IDEA – International Institute for Democracy and Electoral Assistance
Location: Addis Ababa
Grade: Level not specified – Level not specified
Occupational Groups:
Operations and Administrations
Closing Date: 2024-11-11
Context
The International Institute for Democracy and Electoral Assistance – International IDEA – is an Inter-Governmental Organization that supports sustainable democracy worldwide. Its objective is to strengthen democratic institutions and processes. The Institute acts as a catalyst for democracy building by providing global comparative knowledge resources and tools, policy proposals and supporting democratic reforms in response to specific national requests, specifically in electoral processes, constitution building processes, political participation and representation, democracy and climate change, and democracy and digitalization.
International IDEA’s Africa and West Asia Region (RAWA) office is leading a consortium in implementing an EU-funded, continental electoral support project, titled, ‘Strengthening Pan-African Capacities for Electoral Observation and Assistance’ project. The consortium led by International IDEA includes the Electoral Institute for Sustainable Democracy in Africa (EISA). The project is a three-year project with an overall objective of contributing to improved transparency and credibility of elections in Africa while contributing towards progress in the achievement of SDG 16.6 at the global level.
To achieve the set objectives, the project will deliver capacity building initiatives through: advisory services, technical assistance, training, peer learning, mentoring, development of knowledge products and development of digital tools. The project will work primarily with the Department of Political Affairs, Peace, and Security (DPAPS) of the African Union Commission (AUC); electoral support units or divisions of Regional Economic Communities; continental and regional networks of electoral management bodies (EMBs); selected EMBs at national level; and electoral support providers.
The Administrative Officer will provide high-level financial and administrative support in accordance with project needs and requirements for the Project, and will be responsible for accounting, payments, and providing support to the project on financial and procurement aspects.
Duties and Responsibilities
Assists with expenditure control, ensuring adherence to International IDEA policies and procedures and advising team members on possible cost-saving measures;
Supports the administration and performance management of contracts and agreements for service providers and/or partner organizations in line with International IDEA policies and in collaboration with the Regional Procurement and Compliance Officer;
Provides administrative support and inputs in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements;
Coordinates and monitors the usage and maintenance of the office equipment and vehicles;
Prepares monthly expenditure receipts and reports on data entering into the centralized accounting system;
Operates and maintains the use of computerized accounting systems and spreadsheets to assist day-to-day accounting procedures and reporting requirements;
Ensures compliance with EU financial and procurement policies for donor-funded projects;
Fully manages the organization of missions, meetings, conferences and workshops (costing and booking venues, liaising with attendees, organizing travel, etc.). Assists with the preparation of meeting materials and follow-up production of documents;
Prepares activity budgets, expenditure reports, verifying all supporting documents in line with International IDEA rules and procedures;
Organizes staff travel including cost control, travel advances, travel claims and other associated issues; when applicable, assists external consultants;
Drafts minutes of meetings;
Maintains a filing system for effective documentation of the project;
Assists with the update and maintenance of the Institute’s internal website and other social media, including writing articles;
Drafts correspondence to donors and partners for review by the Senior Programme Officer.
General Profile
Has developed specialized skills or is multi-skilled developed through job-related training and considerable on-the-job experience;
Adds considerable value to team-based activities in his/her unit, and likely to act as an informal resource for colleagues; collaborates with other entities of the Institute as required;
Follows internal procedures to ensure high standards of performance and compliance with Institutional guidelines;
Acts in accordance with International IDEA’ s core values; Respect, Integrity and Professionalism;
Integrates a gender and diversity perspective in all activities.
Reporting line
Senior Programme Officer, RAWA
Education and Experience
High school diploma is essential; University degree in management, administration, Finance or related field from a recognized university is considered an advantage
Minimum of five (5) years of experience in progressively responsible administrative work with high level contacts, or experience in support of project implementation
Excellent knowledge of Microsoft Office package (including MS Word, Excel and PowerPoint) required;
Experience working with ERP systems is required;
Experience of working in an international context with multicultural teams, e.g., in an intergovernmental organization is required;
Fluency in written and oral English is required; and or any other AU official language would be an asset.
Terms of Contract:
Local Post.
Fixed term appointment until 31 December 2026.
Remuneration USD 1,778 Gross per month
Please note as this is a local post, International IDEA will bear no costs relating to the relocation of the selected candidate to the duty station. This position is open to those legally authorized to live and work in Ethiopia for the duration of the contract. International IDEA is not able to support work permit applications.
Applying for this position:
Applications should be submitted online no later than 23:59 (CET) 11 November 2024.
Please note that all applications must be made in English.
Selection Process:
Evaluation of qualified candidates will include a written test assessment and up to two (2) interviews.
Candidates selected to proceed to the next stage of the process will be contacted once all applications have been carefully reviewed.
All candidates will be notified of the status of their application via email once the process has been finalized.
International IDEA is an equal-opportunity employer which seeks to further diversify its staff in terms of gender, culture and nationality.