Administrative Assistant (50%) - Sweden
Intern Inst For Democracy & Electoral Assistance / Administratörsjobb / Stockholm
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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 assessment, gender and inclusion, sustainable development, climate change, digitalization, and conflict sensitivity.
Global Programmes covers all the different workstreams on the themes mentioned above. It is based in International IDEA's Headquarters - in Stockholm, but also has teams sitting in the Hague and Brussels. The Director, Global Programmes and team coordinate planning and budgeting, monitoring, evaluation and learning processes, and regular updates among the thematic teams. Due to the ongoing growth within Global Programmes, there is a need for extra administrative support within the division.
The Administrative Assistant will work part-time and provide administrative and logistics support to Global Programmes. This includes arranging travel, supporting the organization of internal and external events, supporting procurement; and outreach to key interlocutors.
Duties and Responsibilities
• Provides administrative and logistics support to teams within Global Programmes ensuring adherence with International IDEA and donor policies and procedures;
• Assists in organizing complex and detailed travel plans, itineraries, and agendas, including cost control, travel requests, travel claims and associated tasks in compliance with the Travel Policy;
• Supports internal and external communications and correspondence, and helps to maintain and update communication platforms and tools; Drafts reports, letters and written communication and ensures appropriate approval and filing of documents;
• Supports the organization of internal and external meetings, seminars, conferences, workshops etc., by providing administrative and logistics support and participating, as appropriate; Prepares meeting documentation, organizes refreshments, shares follow-up documents with relevant stakeholders, and produces meeting minutes as necessary;
• Assists in programme-related procurements (services, goods, events, and consultants) in line with International IDEA Procurement policies and procedures;
• Assists in processing basic financial transactions in the ERP system and maintains supporting documents including invoices/receipts, project advance requests, project expenditure reports, etc. in an efficient and timely manner;
General Profile
• Knowledge and skills in planning, coordination, and administration of programme support, acquired through formal training and work experience;
• Possesses professional-level verbal and written communications skills (via phone, email and in-person);
• Experienced in exercising discretion and confidentiality with sensitive and confidential information;
• Adds value to team-based activities in his/her unit; collaborates with other entities of the Institute as required;
• Follows internal procedures to ensure high standards of performance and compliance with Institutional guidelines;
• Integrates a gender and diversity perspective in all activities;
• Acts in accordance with International IDEA's core values; Respect, Integrity and Professionalism.
Reporting line
• Director, Global Programmes
Education and Experience
• High school diploma and preferably business education; a University background in management, administration or a related field from a recognized university is considered an advantage;
• Minimum of two (2) years of professional experience in administration, programme or project support, logistics support, procurement and/or Business;
• Experience in working in the non-profit sector or in an international environment would be considered as an asset;
• Experience in networking and communicating with different stakeholders such as government, UN, NGOs, and other organizations is considered an advantage.
• Fluency in written and spoken English is required. Knowledge of French, Arabic, Swedish or Spanish is considered an advantage.
Terms of Contract:
• Local Post.
• Fixed-term appointment for one (1) year
• This is a part-time position (50%)
• Remuneration - SEK 12 156 (Net) per month
Please note this position is open to those already legally authorized to live and work in Sweden for the duration of the contract. International IDEA is not able to support work permit applications. As this is a local post, International IDEA will bear no costs relating to the relocation of the selected candidate to the duty station.
Applying for this position:
• Applications should be submitted online no later than 23:59 (CET) on 27 December 2023.
• 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 on 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.
Ersättning Lön enligt överenskommelse
Så ansöker du Sista dag att ansöka är 2023-12-27
Klicka på denna länk för att göra din ansökan Omfattning Detta är ett deltidsjobb.
Arbetsgivare Intern Inst For Democracy & Electoral Assistance,
https://www.idea.int/ Arbetsplats International Idea
Jobbnummer 8311490
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