INTERNATIONAL JOBS IN ETHIOPIA FOR ADMINISTRATIVE OFFICER, ADDIS ABABA

Application deadline  20/11/2016
Location Addis Ababa, Ethiopia
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The International Institute for Democracy and Electoral Assistance — International IDEA is an intergovernmental organization that supports sustainable democracy worldwide. International
IDEA’s mission is to support sustainable democratic change by providing comparative knowledge, and assisting in democratic reform, and influencing policies and politics.
International IDEA acts as a catalyst for democracy building; by providing knowledge resources, policy proposals and supporting democratic reforms in response to specific national requests. It works together with policy makers, governments, UN organizations and agencies and regional organizations engaged in the field of democracy building.
International IDEA develops, shares and enables the use of comparative knowledge in its key areas of expertise: electoral processes,constitution building,political participation and representation, democracy and development and democracy assessments.
It also addresses the important issues of gender, diversity, and conflict and security as they relate to democracy.
International IDEA is based in Stockholm, Sweden, and works worldwide through offices in New York, Brussels, The Hague, Latin America, Africa and Asia.
Administrative Officer - Addis Ababa
Context
The incumbent will support and coordinate programme administrative activities and provide high level administrative support in both english and french in accordance with the programme staff needs and requirements.

Duties and Responsibilities

    Contributes to the preparation of the Terms of Reference and other contractual documents for consultants and service providers;
    Provides support for planning and budgeting. Monitors the work programme and budget of the unit, and reviews progress of work versus planned activities, in collaboration with the Line Manager(s);
    Acts as a focal person for programme related procurements (Procurement of service, Events & Consultants) in line with International IDEA rules and procedures;
    Assists in processing invoices, project advance requests, project expenditure reports etc.;
    Supervises expenditure control in programme budgets and advises teams on possible cost saving measures;
    Fully 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 and follow-up production of documents;
    Prepares activity project expenditure reports, verifying all supporting documents in line with International IDEA rules and procedures;
    Organizes staff travel including cost control, travel advances, travel claims and other associated issues; when applicable, assists external consultants;
    Assists with the update and maintenance of the Institute’s internal website and other social media, including writing articles;
    Trains new staff and newly hired Administrative Assistants on administrative matters.

 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 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.

Reporting Line

    Director, Africa and West Asia.

Functional Knowledge

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

Operational Knowledge, skills and experience

    Integrates a 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; Uses knowledge of how the team integrates with others to accomplish team objectives;
    Illustrates integrity, a collaborative spirit, a sense of achievement, and an understanding of risk management.
Leadership
    Provides solutions to problems in situations that are atypical or infrequently occurring based on practice and existing precedents or procedures.
Problem Solving
    Recognizes and solves typical problems that can occur in own work area; evaluates and selects solutions from established options.

Impact
    Impacts the quality, timeliness and effectiveness of the function; uses discretion to modify work practices and processes to achieve results or improve efficiency.
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;
    Fostering integration and teamwork.
Education and Experience
    Minimum of five years relevant work experience;
    University degree in management, administration or related field from a recognized university is considered an advantage;
    Experience of working in an international context, e.g. in an intergovernmental organization, considered an advantage.
    English and French: Excellent knowledge both written and oral required

Terms of Contract
Local Post. Two (2) year fixed term appointment. Salary ETB 17 188 per month
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 Ethiopia.
Deadline for applications:
Applications should be submitted no later than 20 November 2016. Please note that all applications must be made in English.
International IDEA is an equal opportunity employer which seek s to further diversify its staff in terms of gender, culture and nationality.

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