Administrative Assistant/Receptionist, Chad At International Institute for Democracy and Electoral Assistance

International IDEA is managing a 18 months EU funded programme to support to the Democratic transition in Chad, and to contribute to SDG 16 to promote peaceful and inclusive societies for sustainable development, provide access to justice for all and build effective, accountable and inclusive institutions at all levels.

The programme seeks to support the democratic transition by supporting the establishment of mechanisms for an inclusive dialogue and consensus building on the transition process; strengthen stakeholders’ capacity for constitution building; enhance stakeholders’ capacity for electoral reform that will facilitate credible electoral processes; and strengthen citizens awareness on the transitional process and broader democratic governance practices. It is anticipated that Chad’s transition period and processes will provide an opportunity for Chad’s transition to democracy.

Based in Ndjamena, Chad, International IDEA seeks to appoint:

ADMINISTRATIVE ASSISTANT / RECEPTIONIST

The Administrative Assistant provides administrative and logistical support, co-ordinates events, assists with the preparation of documents and maintains records and files for the Chad Office. S/he also manages the reception area of the office and ensures efficient office maintenance.

Key responsibilities for this position include:

• Manages the day to day running of the reception area by receiving and assisting visitors as well as directing incoming calls; Collects and distributes post;
• Maintains the petty cash and records including disbursing cash; Prepares petty cash vouchers and registers expenses into the ERP System;
• Processes invoices, project advance requests, project expenditure reports etc.;
• Maintains the office’s stock and handles distribution of office supplies;
• Prepares and supports the administration of Contracts and Agreements for service providers and/or partner organizations;
• Organizes and coordinates logistical arrangements for meetings, conferences and workshops (obtaining quotes and booking venues, liaising with attendees, organizing travel, etc.) Assists with the preparation of meeting materials;
• Organizes staff travel including travel and hotel bookings, travel advances, travel claims and other associated issues; when applicable, assists external consultants;
• Assists with the registration of internal/external communications and institutional documents;

The Administrative Assistant/Receptionist must possess and be able to demonstrate:

• 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;
• 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.
• Experience working in high-risks areas is considered an asset
• Liaises regularly with all internal and external stakeholders involved in his/her projects;
• Acts in all assignments with personal energy and engagement.
• Fluency in written and oral in French. Good knowledge of English; Knowledge of Arabic considered an asset.

This is a fixed term appointment until 04 May 2023.

Please note as this is a local post, International IDEA will bear no costs relating to relocation of the selected candidate to the duty station. This position is open to those legally authorized to live and work in Chad for the duration of the contract.

International IDEA is an equal opportunity employer which seeks to further diversify its staff in terms of gender, culture and nationality.