Administrative Assistant - Sweden

Context
International Institute for Democracy and Electoral Assistance (IDEA) is an intergovernmental organization with 35 member states hailing from different continents around the world. International IDEA aims to support sustainable democracy worldwide, doing so, inter alia, by working with both new and long-established democracies to strengthen the institutions and culture of democracy. Located at the interface of research and practice, International IDEA serves as a forum for dialogue and uses comparative experience and analysis to identify good practices for democracy-building. It also produces knowledge tools and practical guides for democracy support. The Institute maintains a global network of experts, provides training materials, and offers strategic advice to democracy actors at the international, regional, and national levels. The Institute is headquartered in Stockholm with field offices in Africa and West Asia, Asia and the Pacific, and Latin America and the Caribbean.

International IDEA and UN Women entered into an Agreement with the European Union to implement the Women and Youth in Democracy Empowerment (WYDE)global project, which seeks to strengthen the rights, empowerment and participation in public and political life of women and youth. The Women’s Political Participation component under WYDE will be implemented through a strategic partnership of International IDEA, UN Women, Inter-Parliamentary Union (IPU) and United Cities and Local Governments (UCLG). International IDEA is responsible for Outcome 3 on “Promoting transformative gender social norms, attitudes, and behaviors conducive to enhance women’s political participation and representation in public life and decision making” with the aim of supporting a shift in gender social norms, attitudes, and behaviors to enhance women’s participation and representation in political and public life through advocacy campaigns and multi-stakeholders’ efforts.

The Administrative Assistant will provide administrative and logistical support for the project and activities, ensuring adherence to International IDEA and donor policies and procedures.

Duties and Responsibilities
- Ensures the timely provision of administrative and logistics services to the office, programme staff, consultants and teams;

- Contributes to the preparation of Terms of Reference and other contractual documents for consultants and service providers, ensuring all supporting documentation is in line with relevant policies and procedures;

- Initiates and processes programme related procurements (Procurement of services, goods, events & consultants) in line with International IDEA policies and procedures;

- Assists in processing requisitions, invoices and circulating key documentation for signature ;

- Organizes and coordinates logistical arrangements for meetings, conferences and workshops (obtaining quotes and booking venues, liaising with attendees, organizing travel, securing visas, etc.);

- Assists with the preparation of meeting materials and follow-up the production of documents;

- Organizes staff travel including travel requests, travel advances, travel claims and other associated issues; when applicable, assists external consultants and participants;

- Coordinates and manages effective information management systems, including filing (electronic and hard copy), databases and correspondence.

- Supports the publications process including translations, editing, layout and printing;

- Maintains a database of all partners, Member State contacts, embassies and participants attending events.

- Maintain records on assets management and prepares required reports

- Assists with the implementation of safety and security policies and procedures, providing overall administrative and logistical support on security related matters;

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;

- Acts in accordance with International IDEA’ s core values; Respect, Integrity and Professionalism;

- Integrates a gender and inclusion perspective in all activities.

Reporting line
- Principal Adviser, Democracy and Inclusion

Education and Experience

- High school diploma is essential; University degree in management, administration or 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 administration;

- Experience of working in an international context, e.g. in an intergovernmental organization, considered an advantage;

- Experience in networking and communicating with different stakeholders such as government, UN, NGOs and other organizations is considered an advantage.

Terms of Contract:

- Local Post

- Fixed term appointment until 28 February 2027
- Remuneration - SEK 24,331 NET 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 (CET) 10 March 2024.

- 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 which seeks to further diversify its staff in terms of gender, culture and nationality.