Administrative Officer at International Institute for Democracy and Electoral Assistance

Key responsibilities for this position include:

• Supports the administration and performance management of contracts and agreements for service providers and/or partner organizations in line with International IDEA policies and in collaboration with the Regional Procurement and Compliance Officer;
• Assists with expenditure control, ensuring adherence to International IDEA policies and procedures and advising team members on possible cost-saving measures;
• Acts as a focal person for programme related procurements (Procurement of service, Events & Consultants) in line with International IDEA rules and procedures and ensuring compliance with SIDA financial and procurement policies for donor-funded projects:
• Provide administrative support and inputs in the preparation of programme work plans, budgets, and proposals on WPP programme implementation arrangements;
• Coordinates and monitors the usage and maintenance of the office equipment and vehicles;
• Support the budget preparation and the finances of programmes/projects; prepare budget variance reports as required;
• 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 budgets, expenditure reports, verifying all supporting documents in line with International IDEA rules and procedures;
• Drafting minutes of meetings;
• Maintains a filing system for effective documentation of the project;
• Support the Programme Manager in drafting general correspondence to donors and partners.

The Administrative Officer must possess and be able to demonstrate:

• High school diploma is essential; University degree in management, administration, Finance or related field from a recognized university is considered an advantage
• Minimum of five (5) years of experience in progressively responsible administrative work with high level contacts, or experience in support of project implementation
• Excellent knowledge of Microsoft Office package (including MS Word, Excel and PowerPoint) required;
• Experience working with ERP systems is desirable;
• Experience of working in an international context with multi-cultural teams, e.g., in an intergovernmental organization is desirable.
• Fluency in written and oral English is required. Knowledge of written and oral Swahili is an asset.