Organization: IDEA – International Institute for Democracy and Electoral Assistance
Location: Addis Ababa
Grade: Administrative support – Administrative Services and Support – Generally no need for Higher Education
Occupational Groups:
Administrative support
Closing Date: 2024-11-15
Context
The International Institute for Democracy and Electoral Assistance (International IDEA) is an intergovernmental organization that advances democracy worldwide, as a universal human aspiration and an enabler of sustainable development, through support to the building, strengthening and safeguarding of democratic political institutions and processes at all levels. It is based in Stockholm, Sweden, and has offices in Africa, Asia, Latin America, North America, and Europe.
The Executive Assistant in the Africa and West Asia Regional Office handles the day-to-day routine of efficiently running the office and calendar of the Director, Africa and West Asia (AWA)Region whilst also contributing to the overall administration of the Regional Office. The high-profile nature of the Regional Office and the confidential nature of some of the work require the incumbent to possess a high level of judgment, discretion, and diplomacy. It also requires excellent organizational and protocol skills. A high standard of written and oral communication skills is also essential. The Executive Assistant will manage an active calendar of appointments; complete expense reports; compose and prepare correspondence; arrange complex and detailed travel plans, itineraries and agendas and compile documents for meetings.
Duties and Responsibilities
Assists in all aspects of the day-to-day work at the Regional Office, contributing effectively to the achievement of set goals and objectives;
Assists with internal and external communication and correspondence of the Director; Drafts reports, letters, and other relevant correspondence and ensures appropriate filing;
Manages the calendar of the Director and serves as a point of contact for external visitors to the Director’s office; Ensures visitors have relevant information for their visit, manages preparations for visits, including preparing and serving refreshments;
Tracks key follow-up activities and priority tasks of the Director’s office;
Contributes to the coordination of meetings, seminars, conferences, workshops etc. hosted by the Regional Office including annual roundtables and member state briefings;
Maintains an up-to-date directory of key contacts for the Regional Office;
Supports the Director with arranging regular internal staff meetings at the Regional Office and produces draft minutes and reports of such meetings;
In accordance with the Travel Policy, arranges complex and detailed travel plans, itineraries and agendas, including cost control, travel requests, visas, claims and associated tasks for the Director, AWA and other staff as appropriate;
Processes invoices, project advance requests, project expenditure reports and supports budget preparations etc, working in close collaboration with finance colleagues; Maintains records in the financial management system in accordance with International IDEA’s policies;
Provides administrative support to the Director and other staff as appropriate.
General Profile
Has specialized skills or is multiple skilled, developed through job-related training and considerable on-the-job experience;
Experience of running an executive office in a multi-cultural/international setting;
Adds considerable value to team-based activities in their team; act as an informal resource for colleagues; collaborates with other entities of the Institute as required;
Skilled at nurturing collaboration with other programmes 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; and
Integrates a gender and diversity perspective in all activities.
Reporting line
Director, Africa and West Asia Region (RAWA)
Education and Experience
High school diploma is essential; University degree in management, administration or related field from a recognized university is considered an advantage;
Minimum of five (5) years of progressively responsible experience in providing executive level administrative support with high-level officials;
Experience working with ERP systems is required;
Fluency in written and spoken English is required. Knowledge of French considered an advantage;
Experience working in an international context, e.g., in an intergovernmental organization, considered an advantage.
Terms of Contract:
Local Post.
Fixed term appointment for a duration of one (1) year.
Remuneration – USD 2,116 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) 15 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.