5.png

Administrative Officer

1/1
International IDEA
N'Djamena, Chad
Closing Date:
Monday, 21 March 2022
Open

About the Organisation

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.

About the Job

The Administrative Officer will provide financial support to all projects under the Ndjamena office and the sub-regional programme in accordance with International IDEA and donor policies and procedures. The incumbent will also coordinate logistical planning and execution of events such as meetings, seminars, conferences, launches, workshops, etc.

Key Responsibilities

  • Supports the financial monitoring of all project related activities, ensuring compliance with International IDEA rules, policies and procedures

  • Supports the preparation of annual project budgets in coordination with the Head of Programme and analyses project expenses and deviations; advises team members on possible cost saving measures, monitors and tracks expenditures

  • Prepares budgets, budget revisions, in close collaboration with the Finance team (Chad and AWA regional office);

  • Provides support for planning and budgeting, including expenditure control

  • Contributes to the preparation of the Terms of Reference and other contractual documents for consultants and service providers, including the coordination, preparation, approval and performance management of contracts entered into, by or on behalf of the programmes;

  • Processes invoices, prepares project advance requests and project expenditure reports, among others, according to the workflow processes and guidelines established in the ERP system;

  • Prepares budgets for proposals and events and files funding and fundraising documentation;

  • Administer logistical planning and execution of events such as meetings, seminars, conferences, launches, workshops, etc.;

  • Organizes staff travel, including cost control, travel requests and claims and other associated issues, assists external consultants;

  • Manages the filing of documentation in the ERP system;

  • Trains new staff and newly hired Administrative Assistants on administrative matters;

Requirements

  • High school diploma and preferably business and/or secretarial education; university background is considered an advantage

  • Minimum of five (5) years of work experience in a similar role within project administration, including budgeting, costing, monitoring, procurement and logistics

  • Logistical planning experience and organizing travel and conferences is required

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

  • Fluency in written and oral in French. Good knowledge of English is required; Knowledge of Arabic considered an asset

To apply

In order to apply, send through your full application by Monday 21st March 2022 to melissa@actionappointments.co.za. Send your completed AA bio form, letter of motivation and updated CV (all in MS Word format).


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.

5.png

About the Organisation

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.

About the Job

The Administrative Officer will provide financial support to all projects under the Ndjamena office and the sub-regional programme in accordance with International IDEA and donor policies and procedures. The incumbent will also coordinate logistical planning and execution of events such as meetings, seminars, conferences, launches, workshops, etc.

Key Responsibilities

  • Supports the financial monitoring of all project related activities, ensuring compliance with International IDEA rules, policies and procedures

  • Supports the preparation of annual project budgets in coordination with the Head of Programme and analyses project expenses and deviations; advises team members on possible cost saving measures, monitors and tracks expenditures

  • Prepares budgets, budget revisions, in close collaboration with the Finance team (Chad and AWA regional office);

  • Provides support for planning and budgeting, including expenditure control

  • Contributes to the preparation of the Terms of Reference and other contractual documents for consultants and service providers, including the coordination, preparation, approval and performance management of contracts entered into, by or on behalf of the programmes;

  • Processes invoices, prepares project advance requests and project expenditure reports, among others, according to the workflow processes and guidelines established in the ERP system;

  • Prepares budgets for proposals and events and files funding and fundraising documentation;

  • Administer logistical planning and execution of events such as meetings, seminars, conferences, launches, workshops, etc.;

  • Organizes staff travel, including cost control, travel requests and claims and other associated issues, assists external consultants;

  • Manages the filing of documentation in the ERP system;

  • Trains new staff and newly hired Administrative Assistants on administrative matters;

Requirements

  • High school diploma and preferably business and/or secretarial education; university background is considered an advantage

  • Minimum of five (5) years of work experience in a similar role within project administration, including budgeting, costing, monitoring, procurement and logistics

  • Logistical planning experience and organizing travel and conferences is required

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

  • Fluency in written and oral in French. Good knowledge of English is required; Knowledge of Arabic considered an asset

To apply

In order to apply, send through your full application by Monday 21st March 2022 to melissa@actionappointments.co.za. Send your completed AA bio form, letter of motivation and updated CV (all in MS Word format).


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.