Administrative Assistant (50%) - Sweden

Context

The Administrative Assistant supports the Secretary-General’s Office (SGO) by providing high-quality administrative assistance, in a timely and professional manner. The high-profile nature of the Secretary-General’s Office requires the incumbent to be very service minded, efficient and possess excellent knowledge of protocol.

The Administrative Assistant’s main duties include managing an active calendar of appointments; completing expense reports; drafting correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings. To be successful in this role, the incumbent has excellent organizational skills, is proactive and reliable, meets deadlines, and communicates effectively in multiple languages (English and at least one other widely spoken language in an International IDEA priority region i.e. Arabic, French, Swedish, Spanish).

Duties and Responsibilities

- Assists the Secretary-General´s Office with daily administrative duties and completes a broad variety of administrative tasks on behalf of the Secretary-General’s Office;
- In accordance with International IDEA's Travel Policy, arranges complex and detailed travel plans, itineraries and agendas, including cost control, travel requests, claims and associated tasks for the Secretary-General and the Secretary-General’s Office;
- Assists with the Secretary-General’s internal and external communications and correspondence, in multiple languages; Drafts reports, letters and written communication and ensures appropriate filing of SGO documents;
- Supports the administration and logistical arrangements related to internal governance meetings; Supports the organization meetings, seminars, conferences and workshops etc. as requested. Participates if appropriate; Produces meeting minutes as required;
- Processes invoices, project advance requests, project expenditure reports etc.
- Coordinates the approval of pending documents.
- Supports with the logistics of high-level meetings, including preparation and serving of refreshments and compiling and distribution of relevant documentation;
- Assists with data entries into the Customer Relationship Management (CRM) system.
- Ensures additional administrative help to the Executive Director and the Internal Auditor, as required.
- Processes invoices, project advance requests, project expenditure reports etc.
- Coordinates the approval of pending documents.
- Supports with the logistics of high-level meetings, including preparation and serving of refreshments and compiling and distribution of relevant documentation;
- Assists with data entries into the Customer Relationship Management (CRM) system.
- Ensures additional administrative help to the Executive Director and the Internal Auditor, as required.


General Profile

- Has specialized skills or is multi-skilled developed through job-related training and considerable on-the-job experience; With excellent knowledge of protocol, is a trusted resource internally and to distinguished visitors;
- Has excellent organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail;
- Possesses professional-level verbal and written communications skills (via phone, email and in-person);
- Experienced in exercising discretion and confidentiality with sensitive and confidential information;
- 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;
- Integrates a gender and diversity perspective in all activities.
- Acts in accordance with International IDEA’s Core Values: Respect, Integrity and Professionalism


Reporting line

- Chief of Staff to the Secretary-General.

Education and Experience

- A high school diploma is essential; a University degree in management, administration or a related field from a recognized university is considered an advantage.
- Minimum of two (2) years of professional experience in administration, logistics support, procurement and/or Business.
- Experience working in an international context, e.g., in an intergovernmental organization, is considered an advantage.
- Experience in networking and communicating with different stakeholders such as the government, UN, NGOs, and other organizations is considered an advantage
- Excellent knowledge of written and oral English is required. Knowledge of at least one other widely spoken language in an International IDEA priority region (Arabic, French, Spanish, Swedish) would be an asset.


Terms of Contract:

- Local Post.
- Part-time position (50%). Fixed-term appointment for two (2) years.
- Remuneration - SEK 12 166 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 06 November 2022.
- 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 that seeks to further diversify its staff in terms of gender, culture and nationality.