Executive Assistant at International IDEA

Duties and Responsibilities

• Coordinates, plans and ensures effective administrative support to the Regional Director's Office (and other teams as required) by collaborating closely with heads of programmes, finance, other senior staff, and the Secretary-Generals Office;
• Assists in all aspects of the day-to-day work at the Regional Office, contributing effectively to the achievement of set goals and objectives;
• Assists with internal and external communication and correspondence of the Regional Director;
• Drafts routine reports, letters, and other relevant correspondence and ensures appropriate filing and record keeping;
• Manages the Regional Director’s calendar and serves as a point of contact for external visitors to the Director’s office; ensures visitors receive relevant information and supports logistical preparations for visits;
• Tracks key follow-up activities and priority tasks of the Regional Director’s office;
• Support the coordination of meetings, seminars, conferences, workshops, and events hosted by the Regional Office including programme reviews, annual roundtables and member state briefings;
• Maintains an up-to-date directory of key contacts for the Regional Office;
• Supports the Regional Director in organizing regular internal staff meetings at the Regional Office and assists with preparing draft minutes and reports of such meetings;
• Assist with administrative organization of annual team retreats and planning sessions;
• In accordance with the Travel Policy, assists with arranging complex travel plans, itineraries and agendas, including cost control, travel requests, visas, claims and associated tasks for the Regional Director, and other staff as appropriate;
• Supports administrative and financial processes by assisting with invoice processing,, project advance requests, project expenditure reports and budget preparations in close collaboration with finance colleagues, and maintains records in the financial management system in accordance with International IDEA’s policies;
• Supports day-to-day office administration and ensure continuity of operations, including maintaining filling systems, shared calendars, and administrative records that support programme and office functions;
• Provide general administrative and coordination support to the Regional Director and the Regional Office, including support to programme coordination activities, as required.

General Profile

• Has specialized skills or is multiple skilled, developed through job-related training and considerable on-the-job experience;
• Experience of running an executive office in a multi-cultural/international setting;
• Adds considerable value to team-based activities in their team; act as an informal resource for colleagues; collaborates with other entities of the Institute as required;
• Skilled at nurturing collaboration with other programmes 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; and
• Integrates a gender and diversity perspective in all activities.

Reporting line

• Director, Africa and West Asia Region

Education and Experience

• Bachelor’s degree in business administration and management, sociology, project planning and administration or any related field;
• Minimum of five (5) years of progressively responsible experience in providing executive level administrative support and coordination with senior officials in public, nongovernmental or multilateral institutions including development partners;
• Experience working with Inter-Governmental Bodies, think-tanks and development institutions;
• Experience and knowledge working with ERP systems, and Microsoft Office package (including MS Word, Excel and PowerPoint) is required;
• Experience working in an international and multilateral contexts, e.g., in an intergovernmental organization, is considered an advantage;
• Fluency in written and spoken English is required. Knowledge of French or other African Union languages considered an advantage.

Terms of Contract:

• Local Post.
• Fixed term appointment for two (2) years.
• Remuneration - ZAR 49,254 (base salary per month)