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Administrative Assistant - Stockholm (Temporary)

Stockholm

  • Organization: IDEA - International Institute for Democracy and Electoral Assistance
  • Location: Stockholm
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: Closed

Administrative Assistant - Stockholm (Temporary)

We are looking for candidates to join our pool of Administrative Support at Internationals IDEA's headquarters in Stockholm. The Administrative Assistant will provide administrative and logistical support, co-ordinate events, assist with the preparation of documents and maintain records and files. 

Duties and Responsibilities

  • Processes invoices, project advance requests, project expenditure reports etc.;
  • Assists with expenditure control, advising team members on possible cost saving measures;
  • Prepares and supports the administration and performance management of Contracts and Agreements for service providers and/or partner organizations;
  • Organizes and coordinates logistical arrangements for meetings, conferences and workshops (obtaining quotes and booking venues, liaising with attendees, organizing travel, etc…). Assists with the preparation of meeting materials;
  • Organizes staff travel including cost control, travel advances, travel claims and other associated issues; when applicable, assists external consultants;
  • Assists with the registration of internal/external communications and institutional documents, in liaison with the Archivist;
  • Registers all personnel leave requests, in liaison with Human Resources;
  • Assists with the update and maintenance of the Institute’s internal website.

 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;
  • Integrates a gender and diversity perspective in all activities.

Reporting Line

  • Senior Programme Officer, Programme Manager, Senior Programme Manager or Head of Programme.

Functional Knowledge

  • Has established skills to perform a range of day-to-day activities.

Operational Knowledge, skills and experience

  • Integrates the results-based approach into his/her activities;
  • Understands how the assigned duties relate to others in the team and how the team integrates with others throughout the organization;
  • Illustrates integrity, a collaborative spirit, a sense of achievement, and an understanding of risk management.

Leadership

  • No direct people management responsibility.

Problem Solving

  • Recognizes and solves typical problems that can occur in own work area; evaluates and selects solutions from established options.

Impact

  • Has an impact on the programme development and delivery through the quality of the services or information provided.

Communication and Interpersonal Skills

  • Fluency in English is required. Any language in an International IDEA priority region (Arabic, French, Spanish) is an asset;
  • Liaises regularly with all internal and external stakeholders involved in his/her projects;
  • Acts in all assignments with personal energy and engagement.

Education and Experience

  • Approximately 2 years’ experience of administrative support in diverse teams;
  • High school diploma and preferably business and/or secretarial education; university background is considered an advantage;
  • Experience of working in an international context, e.g. in an intergovernmental organization, considered an advantage.

Terms of Contract

Local Post. Hourly fixed term appointment. 

Please note as this is a local post, International IDEA will bear no costs relating to relocation of the selected candidate to the duty station. This position is open to those legally authorized to live and work in Sweden.

Applying for this position

  • Applications should be submitted online by 28 February. 
  • Applications must be sent in English.

If you are not available to start immediately, but would be interested in a similar position in the coming months, please clearly indicate in your cover letter what months you would be available.

International IDEA is an equal opportunity employer which seeks to further diversify its staff in terms of gender, culture and nationality.

   
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