Administrative Officer Full Time NEW

Job Description

The International Institute for Democracy and Electoral Assistance – International IDEA – is an Inter-Governmental Organization that supports sustainable democracy worldwide. Its objective is to strengthen democratic institutions and processes. The Institute acts as a catalyst for democracy building by providing global comparative knowledge resources and tools, policy proposals and supporting democratic reforms in response to specific national requests, specifically in electoral processes, constitution-building processes, political participation and representation, democracy and climate change, and democracy and digitalization.

The Africa and West Asia (AWA) programme engages actors at the regional, sub-regional, national and subnational levels, according to the issue at stake and entry points available for adding value and positively impacting democracy. The programme adopts a non-prescriptive approach across all three of International IDEA’s key impact areas, namely Electoral Processes, Constitution Building and Political Participation and Representation with Gender & Inclusion, Conflict Sensitivity and Sustainable Development as cross-cutting themes. Partnerships are imperative to programme delivery and are a vital component of the AWA Programme’s engagement. International IDEA works with a variety of key actors including the African Union institutions, the Regional Economic Communities, intergovernmental organizations, state institutions, governments, the media, civil society and academia.

The Administrative Officer will provide high-level administrative support in accordance with programme needs and requirements and will be responsible for providing support to the project in the administrative, procurement, and financial aspects.

Duties and Responsibilities

1. Supports the administration and performance management of contracts and agreements for service providers and/or partner organizations in line with International IDEA policies and in collaboration with the Regional Procurement and Compliance Officer;
2. Assists with expenditure control, ensuring adherence to International IDEA policies and procedures and advising team members on possible cost-saving measures;
3. Acts as a focal person for programme-related procurements (Procurement of service, Events & Consultants) in line with International IDEA rules and procedures and ensuring compliance with donors financial and procurement policies for donor-funded projects:
4. Provides administrative support and inputs in the preparation of programme work plans, budgets, and proposals on programme implementation arrangements;
5. Coordinates and monitors the usage and maintenance of the office equipment and vehicles as required;
6. Operates and maintains the use of computerized accounting systems and spreadsheets to assist day-to-day accounting procedures and reporting requirements;
7. Manages the organization of meetings, conferences, and workshops (costing and booking venues, liaising with attendees, organizing travel, etc.). Assists with the preparation of meeting materials, taking minutes during meetings, and follow-up production of documents.
8. Prepares activity budgets and expenditure reports, verifying all supporting documents are in line with International IDEA rules and procedures;
9. Organizes staff travel including cost control, travel advances, travel claims and other associated issues; when applicable, assists external consultants;
10. Assists with the update and maintenance of the Institute’s internal website and other social media, including writing articles;
11. Maintains a filing system for effective documentation of the project;
12. Drafts correspondence to donors and partners;
13. Supports the Constitution Building Processes (CBP) programme with communication tasks.

General Profile

• Has developed specialized skills or is multi-skilled developed through job-related training and considerable on-the-job experience;
• Adds considerable value to team-based activities in their unit, and is likely to act as an informal resource for colleagues; collaborates with other entities of the Institute as required;
• Can be expected to travel to any geographical area involved in their projects;
• 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

•  Senior Adviser, Constitution Building

Education and Experience

• A high school diploma is essential; a University degree in management, administration, Finance or a related field from a recognized university is considered an advantage.
• Minimum of five (5) years of experience in progressively responsible administrative work with high-level contacts, or experience in the support of project implementation
• Excellent knowledge of Microsoft Office package (including MS Word, Excel and PowerPoint) required;
• Experience working with ERP systems is desirable;
• Experience working in an international context with multi-cultural teams, e.g., in an intergovernmental organization is desirable.
• Fluency in written and spoken English and French is required.

Terms of Contract:

• Local Post.
• Fixed-term appointment for one (1) year with the possibility of extension.
• Remuneration – USD 1,778 GROSS 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 Ethiopia 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) 09 March 2025.

Link: https://careers.idea.int/jobs/5610399-administrative-officer-ethiopia?utm_medium=referral&utm_source=impactpool

• 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.