Programme Assistant

il y a 3 semaines

Brussels, Belgique International IDEA Temps plein

**Context**:
The International Institute for Democracy and Electoral Assistance (International IDEA) is an intergovernmental organization that supports sustainable democracy worldwide. International IDEA’s mission is to support sustainable democratic change by providing comparative knowledge, assisting in democratic reform, and influencing policies and politics. International IDEA acts as a catalyst for democracy-building; by providing knowledge resources, policy proposals and supporting democratic reforms in response to specific national requests.

International IDEA’s Regional Europe Office fulfils a representative role to the European Union (EU) institutions, its Member States (MS) and partners in Brussels.

In 2021, it established an EU-funded project, “Supporting Team Europe Democracy - Strengthening Democracy evidence and Communication around the Summit for Democracy”. The project focuses on building democracy data and fostering collaboration with Team Europe Democracy.

Through this project, activities will be implemented to support Team Europe Democracy with research on democracy, trends and challenges. The Programme Assistant is responsible for delivering support to the implementation of the Project in close collaboration with the Programme Manager. This includes support in assuring the delivery of qualitative implementation activities including research, planning, the organization of events, outreach to key interlocutors, project and activity reporting, support to data collection and communication.

**Duties and Responsibilities**:

- In coordination with the Programme Manager, i) supports the initiation, development, and implementation of project activities including regional dialogues, surveys and interviews, and by helping with outreach, collecting feedback and conducting basic analysis of responses; ii) monitors and tracks the project implementation time-plan, and calendar of key events, iii) assists with the preparation of documents and maintains records and files for project reporting and documentation;
- Provides support to democracy-related research related to the project;
- Ensures effective organization of programming and events, in collaboration with the Programme Manager.
- Ensures all administrative, logístical and basic financial processes are implemented in a timely manner and in conformity with International IDEA and donor policies and procedures;
- Organizes and coordinates meetings, events and workshops (costing and booking venues, liaising with attendees, organizing travel, etc.); Assists with the preparation of meeting materials and follow-up documents; Specifically, liaises with experts, participants, service providers, and the project team to ensure that activities, both online and in-person, are planned, coordinated, efficiently and effectively;
- Processes basic financial transactions in the Enterprise Resource Planning (ERP) system and maintains supporting documents including invoices, receipts, cash and bank vouchers and statements in an efficient and timely manner; Assists with monitoring project expenditure and reconciliations;
- Organizes travel, including preparing travel advances, travel claims and other associated issues; when applicable, assists project partners and external consultants;
- Assists in ensuring that the internal and external communications related to the project are maintained and kept up to date. This includes the drafting of relevant communication documents, updating the website and social media platforms, updating internal communication platforms and ensuring adherence to the Donor requirements regarding visibility and communications;
- Updates the internal knowledge database by keeping all project related contacts and important documentation up to date in the CRM system.

**General Profile**:

- Extensive knowledge and skills in planning, coordination, and administration of programme support, acquired through formal training and work experience;
- Has organised events, and has a keen interest in providing logístical support;
- Has basic analytical skills and an interest in policy analysis;
- Is competent in carrying out basic financial administrative duties;
- Can work with mínimal guidance and supervision and demonstrates initiative and problem-solving skills;
- Demonstrates flexibility in carrying out the duties of the role;
- Is available to travel to project events as required;
- 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 diversity perspective in all activities.

**Reporting line**:

- Programme Manager, Supporting Team Europe Democracy

**Education and Experience**:

- High school diploma and preferably business educati

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