Administrative Officer

6 months ago

Canberra, Australia International IDEA Full time

**Context**:
International Institute for Democracy and Electoral Assistance (IDEA) is an intergovernmental organization with 35 member states hailing from different continents around the world. International IDEA aims to support sustainable democracy worldwide, doing so, inter alia, by working with both new and long-established democracies to strengthen the institutions and culture of democracy. Located at the interface of research and practice, International IDEA serves as a forum for dialogue and uses comparative experience and analysis to identify good practices for democracy-building. It also produces knowledge tools and practical guides for democracy support. The Institute maintains a global network of experts, provides training materials, and offers strategic advice to democracy actors at the international, regional, and national levels. The Institute is headquartered in Stockholm with field offices in Africa and West Asia, Asia and the Pacific, and Latin America and the Caribbean.

International IDEA’s Asia and the Pacific Regional implements CORE and donor funded democracy projects throughout the region, including Nepal, Myanmar, Bhutan, Philippines, Indonesia, Fiji and Samoa. Projects are implemented either directly by the regional team based in Canberra, or by the country office teams within the region with the support and oversight of the regional team.

The Administrative Officer supports Project Managers with the implementation of project activities of the Asia and the Pacific regional office, primarily arranging international travel and event logistics and assisting with procurement processes. The Administrative Officer also works closely with the Director, Asia and the Pacific Region to coordinate their meeting arrangements, communications with diplomatic offices and other stakeholders, as well as other ad-hoc tasks. Under the guidance of the regional Head of Finance and Operations, the Administrative Officer is also responsible for managing the Canberra office facilities.

**Duties and Responsibilities**:

- In accordance with International IDEA policies and procedures and donor requirements, coordinates procurement actions between programme and procurement and finance teams;
- Obtains quotations, conducts bid analysis and prepares procurement documentation for review; Drafts contracts, agreements and required annexes;
- Fully manages, the organization of meetings, conferences and workshops (costing and booking venues, liaising with attendees, organizing travel, etc ).
- Drafts diplomatic correspondence and other official communications on behalf of the Director, Asia and the Pacific Region;
- Assists with the preparation of meeting materials and follow-up production of documents;
- Organizes staff travel including cost control, travel advances, travel claims and other associated issues; when applicable, assists external consultants;
- Support the Comminucations Officer with press releases, workplace & social media posts, publications and maintaing contact lists;
- Ensures accurate filing of documentation in the ERP system in accordance with International IDEA policies and requirements;
- Manages the calendar of the Director, Asia and the Pacific and serves as a point of contact for external visitors to the regional office.
- Manages and monitors all matters relating to the maintenance of the office and facilities; including maintaining an inventory of equipment and furniture procured, dealing with office maintenance issues and liaising with the landlord regarding lease and property related matters;
- Regularly liaise with relevant colleagues at HQ and in the Asia and the Pacific region, and acts as the focal point for internal requests and queries;
- Supports new staff and interns on applicable administrative policies and procedures

**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;
- Acts in accordance with International IDEA’s Core Values: Respect, Integrity and Professionalism;
- Integrates a gender and diversity perspective in all activities.

**Reporting line**:

- Head of Finance and Operations

**Education and Experience**:

- Diploma and preferably business and/or secretarial education; university background is considered an advantage;
- Minimum of five (5) years of work experience in a similar role within programme administration, including monitoring, procurement and logistics;
- Experience of working in a diplomatic/international context, e.g. in an intergovernmental organization, considered an advantage.
- Experience working in a diplomatic and/ or international developme

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