Administrative Assistant - Lesotho

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, democracy and climate change, and democracy and digitalization.

International IDEA is managing a four-year EU Delegation Lesotho funded project to ‘Support to inclusive political participation and representation in Lesotho’. The undertaking aims to address recommendations from international Election Observer Mission (EOM) 2022 reports especially the EU election observer mission that highlighted the importance of implementing civic education campaigns as a continuous effort rather than limiting them to the months leading up to elections and the AU election observer mission that recommended political parties and other actors to undertake actions to promote gender equality and participation of persons with disabilities. To note, the project builds on previous EU-funded such as the Participatory Initiative for Social Accountability (PISA II).

The Administrative Assistant will provide administrative and logistical support to programme and project activities for the project, ensuring adherence to International IDEA and donor policies and procedures. The Administrative Assistant will work in close collaboration with the Finance and Administration Officer, Programme Officer, Programme Manager and the Compliance and Procurement Officer of the International IDEA’s Africa and West Asia Regional Office.

Duties and Responsibilities

1. Ensures the timely provision of administrative and logistics services to the office, programme staff, consultants and teams;
2. Contributes to the preparation of Terms of Reference and other contractual documents for consultants and service providers, ensuring all supporting documentation is in line with relevant policies and procedures;
3. Initiates and processes programme related procurements (Procurement of services, goods, events & consultants) in line with International IDEA policies and procedures;
4. Assists in processing requisitions, invoices and circulating key documentation for signature;
5. Organizes and coordinates logistical arrangements for meetings, conferences and workshops (obtaining quotes and booking venues, liaising with attendees, organizing travel, securing visas, etc.);
6. Assists with the preparation of meeting materials and follow-up the production of documents;
7. Organizes staff travel including travel requests, travel advances, travel claims and other associated issues; when applicable, assists external consultants and participants;
8. Coordinates and manages effective information management systems, including filing (electronic and hard copy), databases and correspondence;
9. Supports the publications process including translations, editing, layout and printing;
10. Maintains a database of all partners, Member State contacts, embassies and participants invited to events;
11. Maintain records on assets management and prepare required reports;
12. Assists with the implementation of safety and security policies and procedures, providing overall administrative and logistical support on security related matters.

General Profile

• Has developed knowledge and skills through formal training or work experience;
• Adds value to team-based activities in his/her 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, Lesotho

Education and Experience

• High school diploma is essential; University degree in management, administration or related field from a recognized university is considered an advantage;
• Minimum of two (2) years of professional experience in administration, logistics support, procurement and/or business administration;
• 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;
• Fluency in written and oral English is required. Fluency in an International IDEA priority region (Arabic, French, Spanish) is desirable.

Terms of Contract:

• Local Post.
• Fixed term appointment with an initial duration of two (2) years.  
• Salary LSL 20, 048 gross 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 Lesotho 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) 16 March 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.