Facilities Assistant - Stockholm
International Idea / Administratörsjobb / Stockholm
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The International Institute for Democracy and Electoral Assistance - International IDEA is an intergovernmental organization that supports sustainable democracy worldwide. International IDEA's mission is to support sustainable democratic change by providing comparative knowledge, and assisting in democratic reform, and influencing policies and politics.
International IDEA acts as a catalyst for democracy building; by providing knowledge resources, policy proposals and supporting democratic reforms in response to specific national requests. It works together with policy makers, governments, UN organizations and agencies and regional organizations engaged in the field of democracy building.
International IDEA develops, shares and enables the use of comparative knowledge in its key areas of expertise: electoral processes,constitution building,political participation and representation, democracy and development and democracy assessments.
It also addresses the important issues of gender, diversity, and conflict and security as they relate to democracy.
International IDEA is based in Stockholm, Sweden, and works worldwide through offices in New York, Brussels, The Hague, Latin America, Africa and Asia.
Arbetsuppgifter
To assist the Facilities Manager in the management of services and processes that support International IDEA, with a focus on using best business practices to improve the organisation's document handling, efficiency and reducing operating costs.
Duties and Responsibilities
Assists in the establishment of a Registry system;
Assists with the management of the Institute's archives; Liaises with users and depositors of archives and arranges the acquisition and retrieval of information and records; Responds to related queries;
Processes all invoices, expense forms and requests for payments; Registers and uploads all contracts to the ERP system;
Assists in the monitoring of all service contracts for the Facilities Unit, ensures they are up to date and that timely appropriate action is taken in relation to expiring contracts, amendments and renewals;
Facilitates the procurement process for the Facilities Unit (adheres to the procurement procedure, sources quotations, assists with tender processes, drafts contracts and collates supporting documents); Updates the ERP system (creates contracts, budget lines, uploads documents, monitors contract end dates);
Assists the Procurement Officer in the organization of procurement processes (organizes meetings and interviews, communicates with members of the evaluation committee and external parties (bidders), drafts documents and reports, collates and distributes procurement documents;
Assists with event management;
Deals with all general enquiries within reception, including email enquiries; Operates the telephone switchboard; Receives visitors, manages the operation of the guest book and badge system;
Processes outgoing mail, including operation of the franking machine; Sorts and distributes incoming and internal post; Receives and dispatches parcel; Provides special postal services such as recorded delivery; Books couriers and taxis as required.
Utbildning/Erfarenhet
General Profile
Has developed knowledge and skills through formal training or work experience;
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.
Reporting Line
Facilities Manager
Functional Knowledge
Has established skills to perform a range of day-to-day activities.
Operational Knowledge and Skills
Understands how the assigned duties relate to others in the team and how the team integrates with others throughout the organization;
Illustrates integrity, a collaborative spirit, a sense of achievement, and an understanding of risk management.
Leadership
Has no supervisory responsibilities; manages own workload.
Problem Solving
Recognizes and solves typical problems that can occur in own work area; evaluates and selects solutions from established options.
Impact
Impacts through the quality of the services or information provided; follows standardized procedures and practices and receives regular but moderate supervision and guidance.
Communication and Interpersonal Skills
Excellent organizational skills, high degree of discretion and tact in handling often confidential information;
Uses communication skills to exchange information; Acts in all assignments with personal energy and engagement;
Fluency in English and Swedish, written and oral.
Education and Experience
Minimum of two (2) years' experience in progressively responsible administrative work; High school diploma and preferably post-secondary education;
Experience of working in an international context, e.g. in an intergovernmental organization, considered an advantage.
Terms of Contract:
Local Post. One (2) year fixed term appointment.
Salary starts at SEK 22 000 NET.
Please note as this is a local post, International IDEA will bear no costs relating to relocation of the selected candidate to the duty station. This position is open to those legally authorized to live and work in Sweden.
Applying for this position:
Applications should be submitted online no later than 9 November 2017.
Applications must be sent in English.
International IDEA is an equal opportunity employer which seeks to further diversify its staff in terms of gender, culture and nationality.
Varaktighet, arbetstid
Local Post. One (2) year fixed term appointment.
Publiceringsdatum2017-10-27ErsättningSalary starts at SEK 22 000 NET.
Så ansöker duSista dag att ansöka är 2017-11-09
FöretagInternational IDEA
AdressInternational IDEA
10334 STOCKHOLM
KontorsadressStrömsborg, SE 103 34 Stockholm
Jobbnummer 3772137
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