The Administrative Assistant supports the Secretary-General’s Office (SGO) by providing high-quality administrative assistance, in a timely and professional manner. The high-profile nature of the Secretary-General’s Office requires the incumbent to be very service minded, efficient and possess excellent knowledge of protocol.
The Administrative Assistant’s main duties include managing an active calendar of appointments; completing expense reports; drafting correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings. To be successful in this role, the incumbent has excellent organizational skills, is proactive and reliable, meets deadlines, and communicates effectively in multiple languages (English and at least one other widely spoken language in an International IDEA priority region i.e. Arabic, French, Swedish, Spanish).
Duties and Responsibilities:
Assists the Secretary-General´s Office with daily administrative duties and completes a broad variety of administrative tasks on behalf of the Secretary-General’s Office;
In accordance with International IDEA's Travel Policy, arranges complex and detailed travel plans, itineraries and agendas, including cost control, travel requests, claims and associated tasks for the Secretary-General and the Secretary-General’s Office;
Assists with the Secretary-General’s internal and external communications and correspondence, in multiple languages; Drafts reports, letters and written communication and ensures appropriate filing of SGO documents;
Supports the administration and logistical arrangements related to internal governance meetings; Supports the organization meetings, seminars, conferences and workshops etc. as requested. Participates if appropriate; Produces meeting minutes as required;
Processes invoices, project advance requests, project expenditure reports etc.
Coordinates the approval of pending documents.
Supports with the logistics of high-level meetings, including preparation and serving of refreshments and compiling and distribution of relevant documentation;
Assists with data entries into the Customer Relationship Management (CRM) system.
Ensures additional administrative help to the Executive Director and the Internal Auditor, as required.
Education and Experience:
A high school diploma is essential; a University degree in management, administration or a 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 working in an international context, e.g., in an intergovernmental organization, is considered an advantage.
Experience in networking and communicating with different stakeholders such as the government, UN, NGOs, and other organizations is considered an advantage
Excellent knowledge of written and oral English is required. Knowledge of at least one other widely spoken language in an International IDEA priority region (Arabic, French, Spanish, Swedish) would be an asset.
