Programme Assistant, Panama

Context

The International Institute for Democracy and Electoral Assistance (International IDEA) is an intergovernmental organization that advances democracy worldwide, as a universal human aspiration and an enabler of sustainable development, through support to the building, strengthening and safeguarding of democratic political institutions and processes at all levels.

In 2018, the Republic of Panama became the thirty-first member state of the International IDEA and the ninth member state from Latin America and the Caribbean.

In the same year, the Electoral Tribunal and International IDEA signed a cooperation agreement aimed at ensuring the transparency and legitimacy of the 2019 electoral process through the exchange of comparative knowledge, regional, and international experiences.

Since then, International IDEA has continued to provided advice on the design, execution, articulation, and corrective evaluation of specific actions with the aim of strengthening and consolidating the capacity of the Electoral Tribunal as a guarantor of the political and electoral rights of all Panamanians.

The Programme Assistant will provide programmatic, administrative and logistical support, coordinate events, and assist with the preparation of documents and other related support in accordance with the project needs and requirements, ensuring adherence to International IDEA and donor policies and procedures.

Duties and Responsibilities

1. Supports the effective planning and implementation of the project by providing programme and administrative support;
2. Ensures effective organization of activities including events, in coordination with the Programme Manager. Ensures all administrative and logistical processes are implemented in a timely manner and in conformity with International IDEA and donor policies and procedures;
3. 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;
4. In coordination with the Programme 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;
5. Conducts research, supports the drafting of articles and contributes to the drafting of project narrative reports;
6. 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;
7. Develops and maintains a database of key actors and stakeholders for the programme; Maintains a filing system for relevant programme documentation.

General Profile

• Has developed knowledge and skills through formal training or work experience;
• Adds value to team-based activities in their unit; 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 inclusion perspective in all activities.

Reporting line

• Programme Manager, Panama

Education and Experience

• High School diploma and preferably project management education; 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, preferably in the field of democracy, governance, and electoral processes;
• Experience of working in an international context, e.g. in an intergovernmental organization, considered an advantage.

Terms of Contract:

• Local Post.
• Fixed term appointment until 31 December 2025.
• Remuneration - Monthly base salary USD 2,136 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 Panama 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 (CET) 19 January 2025. 
• 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.