Programme Assistant - Santiago (Temporary)

The Programme Assistant will provide administrative support to the project in accordance with International IDEA policies and procedures. The post holder will also provide administrative and logistical support, assist with the co-ordination of events, assist with the preparation of documents and maintain records and files for the Director of the Regional Office for Latin America and the Caribbean and for the Office Team.

Duties and Responsibilities

• Assists the Director of LAC Region; manages his/her calendar; assists with his/her correspondence, internal and external communications in Spanish and English; prepares summaries and notes for the records;
• In coordination with the Director of LAC Region; compiles, summarizes, and prepares background materials on specific topics related to democracy to be used in reports, briefs and speeches;
• Manages, plans, coordinates and executes all aspects of protocol support;
• Assists with the procurement and performance management of suppliers and contractors including preparing consultancy contracts in line with International IDEA policies and procedures;
• Organizes and coordinates logistical arrangements for meetings, conferences and workshops (obtaining quotes and booking venues, liaising with IDEA officials, partners and stakeholders, organizing travel, etc...). Assists with the preparation of guests list and invitations, prepares meeting materials;
• Organizes staff travel including travel mission requests, booking arrangements, 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;
• Is responsible for the office reception; operates the telephone switchboard; receives visitors and manages the operation of the guest book.

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 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;
• Exercises confidentiality and diplomacy.

Reporting Line

• Director, Latin America and the Caribbean.

Functional Knowledge

• Is skilled in a range of processes, procedures and systems to carry out assigned tasks or has developed deep skills in a particular area.

Operational Knowledge, skills and experience

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

Leadership

• Provides solutions to problems in situations that are atypical or infrequently occurring based on practice and existing precedents or procedures.
• 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

• Liaises regularly with all internal and external stakeholders involved in his/her projects;
• Acts in all assignments with personal energy and engagement;
• Languages: Excellent knowledge of English and Spanish both written and oral required.

Education and Experience

• Minimum two (2) years’ experience within a similar role;
• 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

• Temporary Appointment until 31 December 2019.  
• Salary CLP 904 600 GROSS per month.
• Extension possible subject to available funding.

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 Chile.

Applying for this position

• Applications should be submitted no later than 24:00 (CET) 25 August 2019. Please note that all applications must be made in English.
• Please apply directly by pressing the Send Application button.

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