The International Institute for Democracy and Electoral Assistance — International IDEA is looking for an Administrative Assistant/Receptionist to provide administrative and logistical support, co-ordinate events, assist with the preparation of documents and maintain records and files for the Africa Region Office.
- Assist with the day to day running of the reception area by receiving and assisting visitors as well as directing incoming calls;
- Maintain the petty cash box and records including disbursing cash on demand;
- Collect and distribute post;
- Maintain the office’s stock and handle distribution of office supplies;
- Organize and coordinate logistical arrangements for meetings, conferences and workshops (obtaining quotes and booking venues, liaising with attendees, organizing travel, etc.) Assist with the preparation of meeting materials;
- Organize staff travel including travel and hotel bookings, travel advances, travel claims and other associated issues; when applicable, assists external consultants;
- Assist with the registration of internal/external communications and institutional documents, in liaison with the Archivist;
- Assist with the update and maintenance of the Institute’s internal website.
- Check the daily Attendance sheet of the office;
- Carry out other duties as assigned by the Finance and Administration Manager or any person designated by him/her.
- 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.
Education and Experience
- Minimum 2 years of working experience;
- High school diploma and preferably business and/or secretarial education; university background is considered an advantage;
- Experience of working in an international context, e.g. in an intergovernmental organization, considered an advantage.
The International Institute for Democracy and Electoral Assistance — International IDEA is an intergovernmental organization that supports sustainable democracy worldwide. Its objective is to strengthen democratic institutions and processes. 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’s notable areas of expertise are: electoral processes, political parties, constitution-building processes, democracy and gender and democracy assessments. International IDEA works worldwide. It is based in Stockholm, Sweden, and has offices in Brussels, New York, Latin America, Africa and Asia.
Location: Addis Ababa, Ethiopia
Application deadline: 06 July 2015
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