Administrative Officer, South Africa

Context

The International Institute for Democracy and Electoral Assistance – International IDEA – is an Inter-Governmental Organization that supports sustainable democracy worldwide. Its objective is to strengthen democratic institutions and processes. The Institute acts as a catalyst for democracy building by providing global comparative knowledge resources and tools, policy proposals and supporting democratic reforms in response to specific national requests, specifically in electoral processes, constitution building processes, political participation and representation, climate  change and democracy, and digitalization and democracy.

The Africa and West Asia (AWA) programme engages actors at the regional, sub-regional, national and subnational levels, according to the issue at stake and entry points available for adding value and positively impacting democracy. The programme adopts a non-prescriptive approach across all three of International IDEA’s key impact areas, namely Electoral Processes, Constitution Building and Political Participation and Representation with Gender & Inclusion, Conflict Sensitivity and Sustainable Development as cross cutting themes. Partnerships are imperative to programme delivery and are a vital component of the AWA Programme’s engagement. International IDEA works with a variety of key actors including the African Union institutions, the Regional Economic Communities, intergovernmental organizations, state institutions, governments, the media, civil society and academia.

The Administrative Officer will support and coordinate office administrative activities and provide high level administrative support to programmes in accordance with the programme staff needs and requirements. They will contribute to the overall smooth running of the AWA Regional office, working collaboratively across the region and ensuring timely and accurate provision of information.

Duties and Responsibilities

1. Performs day-to-day administrative duties at the AWA Regional Office, ensuring the smooth and effective operation of the office;

2. Contributes to the preparation of the Terms of Reference and other contractual documents for consultants and other service providers;

3. Provides support for planning and budgeting. Monitors the work programme and budget of the units supported, and reviews progress of work versus planned activities, in collaboration with the Line Manager(s);

4. Acts as a focal person for operational and programme related procurement processes (Procurement of goods, services & Consultants) in line with International IDEA and donor policies and procedures;

5. Assists in processing invoices, project advance requests, project expenditure reports etc.;

6. Supervises expenditure control in programme budgets and advises teams on possible cost-saving measures;

7. Fully manages the organization of meetings, conferences and workshops (costing and booking venues, liaising with attendees, organizing travel, etc.). Assists with the preparation of meeting materials and follow-up production of documents;

8. Prepares activity project expenditure reports, verifying all supporting documents in line with International IDEA policies and procedures;

9. Organizes staff travel including cost control, travel advances, travel claims and other associated issues; when applicable, assists external consultants;

10. Assists with the update and maintenance of the Institute’s internal website and other social media, including writing articles.

General Profile

• Requires in-depth knowledge, excellent skills, and relevant experience in the field of administration, logistics, procurement and facilities management;

• Can work with minimal guidance and supervision;

• Can be expected to travel globally to any geographical area involved in projects that they support;

• Has developed specialized skills or is multi-skilled, through job-related training and considerable on-the-job experience;

• Adds considerable value to team-based activities in their unit and is 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

 Regional Head of Finance and Operations, RAWA

Education and Experience

• High school diploma is essential; University degree in management, administration, Finance or related field from a recognized university is considered an advantage:

• Minimum of five (5) years of professional experience in progressively responsible administrative work with high level contacts, or experience in support of programme implementation;

• Experience of working in an international context, e.g. in an intergovernmental organization, is considered an advantage;

• Experience working with ERP systems is required;

• Excellent knowledge of Microsoft Office package (including MS Word, Excel and PowerPoint) is required.

• Excellent knowledge in written and oral English is required; Any other widely spoken language in an International IDEA priority region (Arabic, or French) would be an asset.

Terms of Contract:

• Local Post.

• Fixed term appointment for two (2) year.

• Remuneration - ZAR 40 474 (Base salary) 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 South Africa 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) on 13th January 2026. 

• 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.