Administrative Officer - Sweden
Intern Inst For Democracy & Electoral Assistance / Backofficejobb / Stockholm
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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.
In 2023 International IDEA adopted a new strategy for the period 2023-2027 which includes an institutional workstream on Digitalization and Democracy. One area of focus is "Protecting electoral processes in the context of digitalization"; this focus area falls to the Electoral Processes team as part of International IDEA's Global Programmes.
In July 2023, International IDEA will start implementing a 29-month project (the "Project") funded by the German Federal and Foreign Office that is dedicated to protecting electoral processes in the information environment. The project will be implemented at the global level by the Electoral Processes team at International IDEA's HQ in Stockholm, in cooperation with International IDEA Regional and Country Offices in Asia Pacific, Africa West Asia and Latin America.
The Administrative Officer will provide high-level administrative and logistical support for the project. The incumbent will be responsible for the procurement, logistics and operations management of the project in compliance with applicable International IDEA policies and procedures as well as donor requirements.
Duties and Responsibilities
• In accordance with International IDEA policies and procedures and donor requirements, coordinates procurement actions between programme and procurement and finance teams.
• Obtains quotations, conducts bid analyses, and prepares procurement documentation for review; Draft contracts, agreements and required annexes.
• Coordinates tender processes in accordance with International IDEA policies, in coordination with the EP team and the Executive Division.
• Monitors changes in International IDEA procurement policies and adapts internal procedures as necessary.
• Fully manages, as proper projects, the organization of 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.
• Organizes staff travel including cost control, travel advances, travel claims and other associated issues; when applicable, assists external consultants.
• Ensures accurate filing of documentation in the ERP system in accordance with International IDEA policies and requirements.
• Prepares activity project expenditure reports, verifying all supporting documents in line with International IDEA policies and procedures as well as donor requirements.
• Supervises expenditure control in programme budgets and advises teams on possible cost-saving measures.
• Supports the financial monitoring of all project-related activities, ensuring compliance with International IDEA policies and procedures.
• Supports the monitoring of the project budget against expenditure and reviews the progress of work versus planned activities, in collaboration with the Project Financial Officer.
• Effectively coordinates with colleagues in regional and country offices involved in the project.
• Provides training to new project staff on all relevant administrative and procurement policies and procedures.
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 is 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 inclusion perspective in all activities.
Reporting line
• Senior Advisor, Electoral Processes
Education and Experience
• High school diploma and preferably business and/or secretarial education; university background is considered an advantage;
• Minimum of three (3) years of work experience in a similar role within project administration, including budgeting, costing, monitoring, procurement and logistics;
• Logistical planning experience in organizing travel and conferences;
• Experience working in an international context, e.g., in an intergovernmental organization, is considered an advantage.
• Fluency in written and oral English is required. Knowledge of any other widely spoken language in an International IDEA priority area (French, Spanish, Arabic) would be considered an advantage.
Terms of Contract:
• Local Post.
• Fixed term appointment until 31 December 2025.
• Remuneration - SEK 30 794 (NET) 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 Sweden 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 (CEST) on 18 June 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 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.
Ersättning Lön enligt överenskommelse
Så ansöker du Sista dag att ansöka är 2023-06-18
Klicka på denna länk för att göra din ansökan Omfattning Detta är ett heltidsjobb.
Arbetsgivare Intern Inst For Democracy & Electoral Assistance,
https://www.idea.int/ Arbetsplats International Idea
Jobbnummer 7857403
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