Context

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.
Through its Regional Europe Programme, based in Brussels, the Institute provides knowledge and technical support to a range of actors in Eastern Europe, including state institutions and civil society organizations. Such support focuses on issues of electoral integrity, democratic and inclusive constitution-making processes, parliamentary strengthening and combating political corruption. The Institute integrates gender, diversity, and conflict sensitivity aspects across all its programmes.
The Programme Assistant will support the implementation of activities in close collaboration with the relevant Project Managers and other relevant colleagues. This includes administrative and logistical support in assuring the delivery of qualitative implementation activities including research, planning, the organization of events, outreach to key stakeholder, project and activity reporting, and support to data collection and communication.

Duties and Responsibilities

• Ensures effective organization of programme/project activities including events, in coordination with the relevant Project Manager. Ensures all administrative, logistical and basic financial processes are implemented in a timely manner and in conformity with International IDEA and donor policies and procedures;
• Organizes and coordinates meetings, events and workshops (including costing and booking venues, liaising with attendees, organizing travel, etc.); Assists with the preparation of meeting materials and follow-up documents;
  
• In coordination with the relevant project manager, monitors and tracks the project implementation time-plan and calendar of key events, assists with the preparation of documents and maintains records and files for project reporting and documentation;
• Supports procurement processes in accordance with donor and organizational policies and procedures; obtains quotes, drafts and monitors contracts and agreements and liaises with service providers/partner organizations;
  
• Processes basic procurement transactions in the ERP system and maintains supporting documents including invoices, receipts, cash and bank vouchers and statements in an efficient and timely manner; Assists with monitoring project expenditure;
  
• Supports the drafting of project narrative and financial reports, collates financial and other project documentation; engages with donors as necessary for project implementation related communication;
• Organizes staff travel including travel requests, travel advances, travel claims and other associated issues; when applicable, assists external consultants and participants on travel requests/claims;
• Supports internal and external communications related to the project, ensuring communication is kept up to date. Drafts relevant communication for social media channels and other documents, updates the website and internal communication platforms, ensuring adherence to the donor communications and visibility requirements.

General Profile

• Strong knowledge and skills in planning, coordination, and administration of programme support, acquired through formal training and work experience;
• Can work with minimal guidance and supervision and demonstrates initiative and problem solving skills;
• Adds value to team-based activities in their unit; collaborates with other entities of the Institute as required;
• Can be expected to travel to any geographical area involved in their projects;
• Follows internal procedures to ensure high standards of performance and compliance with Institutional guidelines;
• Acts in accordance with International IDEA’ s core values; Respect, Integrity and Professionalism;
• Integrates a gender and diversity perspective in all activities.

Reporting line

• Programme Manager, Regional Europe Programme

Education and Experience

• High School diploma; University background in political science, law, sociology, international relations or other related discipline is considered an advantage;
• Minimum three (3) years of relevant professional experience (including substantial internships) working in a similar role, within project or programme administration and support;
• Experience in planning and organizing events and travel;
• Experience supporting the implementation of democracy -related assistance initiatives in Eastern Europe considered and advantage;
• 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 of working with donor policies and procedures (including the EU) is considered advantageous.

Terms of Contract:

• Local Post.
• Fixed term appointment for Two (2) years.
• Remuneration - EUR 3,725 (Base) per month

Please note as this is a local post, International IDEA will bear no costs relating to the relocation of the selected candidate to the duty station. This position is open to those legally authorized to live and work in Belgium for the duration of the contract. International IDEA is not able to support work permit applications.

Applying for this position:

• Applications should be submitted online no later than 23:59 (CEST) 11 October 2024.
• Please note that all applications must be made in English.

Selection Process:

• Evaluation of qualified candidates will include a written test assessment and up to two (2) interviews.
• Candidates selected to proceed to the next stage of the process will be contacted once all applications have been carefully reviewed.
• All candidates will be notified of the status of their application via email once the process has been finalized.

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