Асистент/ка Програми / Programme Assistant

Context

The International Institute for Democracy and Electoral Assistance — International IDEA is an intergovernmental organization of 35 member states with a mission to support sustainable democracy worldwide. The Institute pursues this mission by providing comparative knowledge to reform-makers, assisting in conceptualizing and implementing democratic reforms and influencing policies and politics at national and global levels. International IDEA shares comparative knowledge and supports policy reforms in the following key thematic areas: electoral processes, constitution building, political participation and representation, democracy assessments, climate change and democracy and digitalization and democracy It also addresses the important issues of gender and inclusion, conflict sensitivity and environmental protection, as they relate to democracy.

The Regional Europe Programme has a strategic objective to support democracy in Europe, with an emphasis on Eastern Europe and the Western Balkans. In Ukraine, International IDEA aims to support state and civil society organizations in enhancing the resilience and quality of democratic institutions and processes. Key areas of our engagement relate to electoral processes and political finance, parliamentary strengthening, promoting the expertise and capacity of civil society organizations to participate in decision-making processes and support to strengthening the culture of constitutionalism, digitalization, promotion of gender equality and women’s participation in political and public life.

The Programme Assistant will provide support to the substantive, logistical and administrative processes for the implementation of the programme and particular projects and activities. While being based in Kyiv, the incumbent will form part of an evolving, larger team of staff to be based in Kyiv and Brussels with a responsibility to design and implement our multi-faceted Ukraine programme.

Duties and Responsibilities

• Assists with the planning and implementation of conferences, seminars, and exchange visits by providing organizational, administrative, and logistical support;
• Supports the development of event budgets, preparing necessary contracting and financial documentation for procurement; Obtains quotations, conducts bid analysis, and prepares procurement documentation for review;
• Assists in compiling, summarizing, and preparing background materials to support the preparation of project reports.
• Supports the organization of travel of the staff and consultants, including travel authorizations and travel expense claims;
• Drafts contracts and ensures that contracts are in line with required International IDEA policies and procedures for procurement;
• Processes invoices, project advance requests, and project expenditure reports; Registers and uploads all contracts to the ERP system
• Assists with the preparation of work plans, activity budgets, and donor financial reports;
• Compiles and verifies all supporting documents for project expenditure reports, in line with International IDEA policies and procedures as well as donor requirements
• Contributes information into International IDEA’s existing databases of contacts;
• Contributes to knowledge production including drafting news articles, programme updates and information briefs; Shares relevant information online and via social media networks of the Institute.
• Supports the development of publications and information updates.
• Provides regular input into the internal coordination and planning, notes for team meetings and other planning documents;
• Conducts written and oral translation/interpretation when necessary;

General Profile

• Possesses knowledge and skills in planning, coordination, and administration of programme support, acquired through formal training and work experience;
• Adds value to team-based activities in his/her unit; collaborates with other entities of the Institute as required;
• Can be expected to travel to any geographical area involved in his/her 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, logistical planning experience and organizing travel and conferences;
• Experience working in the field of democracy, governance, and electoral processes an 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.

Terms of Contract:

• Local Post.
• Fixed term appointment for one (1) year with the possibility of extension
• Remuneration – USD 1659 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 Ukraine 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) 25 April 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.

APPLY via the following link: https://careers.idea.int/jobs/3814484-programme-assistant-ukraine