Administrative Assistant

International IDEA is looking for an Admin Assistant. Duties and responsibilities include: Acts as Personal Assistant to the Director of Finance & Administration. Assists the Division with the regular and efficient organization of internal and external communications and correspondence in English Organizes and co-ordinates meetings, seminars, conferences, workshops etc. and, when requested, attends these and produces timely and accurate meeting minutes. Carry out the preparations for visitors to any of the Finance and Administration offices, including preparing and serving refreshments. Ensure that visitors have relevant information for their visit to the Finance and Administration offices. Co-ordinates and arranges accurately and on a timely basis all division travel, including cost control, travel requests and claims and other associated issues. Assists with updating and maintenance of the Institute's Intranet. Completes contract templates and keeps track of all contracts, including registration of expenses, checking against budget and preparation of team decisions with financial consequences. Supports all Unit managers and the Director with budget management by regularly keeping track of divisional invoices and commitments in liaison with the Finance Unit staff and the managers Requirements: High School diploma (gymnasium) or equivalent studies. Post-secondary education would be an advantage. 5 years of experience in progressively responsible administrative work, with the provision of programme support activities and/or experience as a personal assistant; ability to work in a team setting; ability to work independently and multi-task. Excellent command of both written and oral English is required. Knowledge of additional languages is an asset. Advanced knowledge of computer applications/packages (word processing, spreadsheet software (basic knowledge), Windows, Power-Point, Dreamweaver, etc.).Numeracy, accuracy, attention to detail, organisational skills, understanding of basic accounting concepts and practice of financial controls. A good ability to deal with complexity and conflicting priorities and to handle stressful situations. Possesses the required tact, diplomacy and social skills and a high degree of service mindedness. For more details and application form visit: http://www.idea.int/about/vacancies/index.cfm