Administrative Assistant

Administrative Assistant The main functions of the post are: *To provide the required administrative support to the Communications Unit so as to ensure that the Unit's goals are accomplished in an effective and efficient manner and within required procedural guidelines.Under the immediate supervision of the Head of Communications, the incumbent performs the following duties: *Performs office administration including development of framework agreements, service orders, contracts, invoices, and travel preparations and claims; *Focal point for budget and expenditure, including the project management system Maconomy; **Assists in the review of agreements with International IDEA's warehouse and the preparation of proposals for amendments; *Coordinates the Institute's sales and distribution policy, in cooperation with the Publications Manager; *Ensures that selected HQ publications are sent to relevant book reviewers; *Maintains the institute's mailing list that includes the institute's mandatory contact list and programme contact lists; *Supports programme staff to develop and maintain their respective programme contact lists for disseminating publications; *Maintains in-house and external  eventâ publication stands, displays and stocks; *Supports communication unit activities such as identification and purchase of memorabilia etc; *Helps organize and co-ordinate meetings, visitor groups, workshops and seminars as required; making presentations and produce meeting minutes as appropriate; *Serves as a member of the secretariat during large scale meetings at the Institute; *Gathers statistics on our publications, regarding sales, downloads and orders; 2.Qualifications and skills Basic qualification requirements: 2.1Level and type of formal education: *High school diploma and preferably business and/or secretarial education; university background is considered an advantage.*Some training in accounting, business administration, finance, management, economics or related field is considered an advantage.2.2 Professional experience: *Minimum of two (2) years experience, in a finance and administrative role, including performing financial monitoring and reporting, cost projections, contract management and budgeting; *Experience from working in an international context, preferably in the EU or UN systems, will be an advantage.2.3 Functional competencies; *Excellent organising skills, ability to handle confidential information and to work in a multicultural team; *Excellent communication and presentation skills, written and spoken; *Proven experience with web sources; *Excellent interpersonal skills; *Ability to work both independently, with minimum supervision and in teams.2.9Language skills: *English: Excellent knowledge required.*Swedish: Excellent knowledge required. 2.10 Computer skills: *Excellent knowledge of Microsoft Office package (including Excel) and Microsoft Windows operating system in general (including Internet Explorer); *Proficiency in working with computer and information management systems; *Demonstrated competence in the use of spreadsheets, word processing and database programs in financial analysis, fiscal management and financial reports; Terms of contract: 3 Year Fixed Term Appointment.Note: Open to Swedish residents and people legally authorized to work in Sweden.