Administrative Assistant- Gabon

Context

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.

International IDEA is planning to manage a programme on Support to a participatory, inclusive and human rights-based return to a sustainable constitutional order and institutional reform processes in Gabon (DEMGAB). The Administrative Assistant will provide administrative and logistical support to programme and project activities for the project, ensuring adherence to International IDEA and donor policies and procedures.

Duties and Responsibilities

1. Ensures the timely provision of administrative and logistics services to the office, programme staff, consultants and teams;
2. 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;
3. Initiates and processes programme related procurements (Procurement of services, goods, events & consultants) in line with International IDEA policies and procedures;
4. Assists in processing requisitions, invoices and circulating key documentation for signature ;
5. Organizes and coordinates logistical arrangements for meetings, conferences and workshops (obtaining quotes and booking venues, liaising with attendees, organizing travel, securing visas, etc.);
6. Assists with the preparation of meeting materials and follow-up the production of documents;
7. Organizes staff travel including travel requests, travel advances, travel claims and other associated issues; when applicable, assists external consultants and participants;
8. Coordinates and manages effective information management systems, including filing (electronic and hard copy), databases and correspondence;
9. Supports the publications process including translations, editing, layout and printing;
10. Maintains a database of all partners, Member State contacts, embassies and participants invited to events;
11. Maintain records on assets management and prepares required reports;
12. 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

• Finance and Administrative Manager

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;
• Fluency in written and oral English and French is required. Any other widely spoken language in an International IDEA priority region (Spanish) would be an asset.

Terms of Contract:

• This post is advertised subject to the confirmation of funding.
  
• Local Post.
• Fixed term appointment for one (1) year.

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 Gabon 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) 29 September 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.