Administrative Assistant

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

Sierra Leone will hold its fifth consecutive democratic elections since the end of the civil war, in June 2023. International IDEA is designing a 3-year donor-funded programme to support the electoral process in Sierra Leone. The project aims to support democracy institutions and civil society (including the media) in Sierra Leone towards the credible and peaceful conduct of the 2023 elections and provide support to reform processes in the years after the elections to contribute to further consolidation of democratic gains in Sierra Leone’s transition trajectory. This vacancy is advertised contingent on availability of funds for the project.

The programme will support the active and inclusive participation of traditionally marginalised persons in electoral and political processes; strengthen the capacity of the election management bodies (EMBs) in Sierra Leone to conduct credible and inclusive elections in 2023 and beyond; improve the capacity of the EMBs and relevant civil society organisations capacities to contribute to resolving election disputes; and enhance stakeholder capacity for electoral and legal reforms beyond 2023.

Based in Freetown, Sierra Leone*, International IDEA seeks to appoint:*

ADMINISTRATIVE ASSISTANT

The Administrative Assistant will provide administrative and logistical support to programme and project activities within the country office, ensuring adherence to International IDEA and donor policies and procedures and will provide support in two languages (English and Creole/Krio) to the team.

Key responsibilities for this position include:

• Ensuring the timely provision of administrative and logistics services to the office, programme staff, consultants and teams
• Contributing 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
• Initiating and processing programme related procurements (Procurement of services, goods, events & consultants) in line with International IDEA policies and procedures
• Assisting in processing requisitions, invoices and circulating key documentation for signature
• Organizing and coordinating logistical arrangements for meetings, conferences and workshops (obtaining quotes and booking venues, liaising with attendees, organizing travel, securing visas, etc.)
• Assisting with the preparation of meeting materials and follow-up the production of documents
• Organizing staff travel including travel requests, travel advances, travel claims and other associated issues; when applicable, assists external consultants and participants
• Coordinating and managing effective information management systems, including filing (electronic and hard copy), databases and correspondence
• Supporting the publications process including translations, editing, layout and printing
• Maintaining a database of all partners, Member State contacts, embassies and participants invited to events
• Maintaining records on assets management and prepares required reports
• Assisting with the implementation of safety and security policies and procedures, providing overall administrative and logistical support on security related matters

The Administrative Assistant must possess and be able to demonstrate:

• 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
• 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
• Experience working in high-risks areas is considered an asset
• Liaising regularly with all internal and external stakeholders involved in his/her projects
• Acts in all assignments with personal energy and engagement
• Fluency in written and oral English and Creole/Krio is required