ADMINISTRATIVE ASSISTANT – International Foundation for Electoral System (IFES)

JOB DESCRIPTION & SKILLS/QUALIFICATIONS REQUIRED
Organizational Description:

The International Foundation for Electoral Systems (IFES) is an international, nonprofit organization that supports the building of democratic societies. IFES promotes democratic stability by providing technical assistance and applying field-based research to the electoral cycle in countries around the world to enhance citizen participation and strengthen civil societies, governance and transparency. Founded in 1987 as a nonpartisan, nonprofit organization, IFES has developed and implemented comprehensive, collaborative democracy solutions in more than 145 countries.

Primary Function/Purpose:

The Administrative Assistant will assist the Finance and Administration Manager in ensuring the smooth operation of the IFES Fiji and Pacific Islands office in Suva, providing administrative and office management support.

 

 

Major Duties and Responsibilities:

Under the supervision of the Finance and Administration Manager, the Administrative Assistant’s responsibilities will include:

Supervise the maintenance and proper functioning of the office and office facilities, including supply purchasing and scheduling repairs when needed.
Assist the Finance and Administration Manager in coordinating procurement actions and payment requests, adhering to internal and donor regulations.
Perform general clerical duties for staff upon request including, but not limited to, photocopying, mailing, and filing.
Accommodate and provide reception services for office visitors.
Assist staff in organizing transportation, ensure vehicle log circulation and compile documents for payment.
Assist the program’s team in preparing logistics for meetings, events, and other activities.
Assist in office maintenance and office billing payments.
Help manage labeling, tracking, and disposing of inventory.
Assist in filing all operational and administration documents.
Other relevant duties as assigned.

 

Skills and Specifications:

The ability to remain highly organized while handling multiple tasks under tight deadlines
Ability to complete tasks with limited supervision
Must possess solid communication and presentation skills
Must value operating in a collaborative and cooperative environment
Ability to show initiative, good judgment, and resourcefulness
Conduct themself with integrity and function ethically
Ability to manage staff and work with senior management

 

Education and Qualifications:

Degree and/or equivalent professional qualification in business administration, accounting, finance, or related field; or degree in international affairs, political science, or related field with professional experience in administration, logistics, or accounting.
Prior experience in providing administrative services required.
Prior experience organizing events and logistics preferred.
Prior experience with financial management or accounting is a plus.
Prior experience working with an international organization preferred.
Proficiency in Word, Excel, and Outlook.
Language Skills: Fluency in written and spoken English is required.

Travel: Travel may be required.

 

Physical Requirements/Work Environment: Standard office work environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

IFES is an Equal Opportunity and Affirmative Action Employer. All qualified applicants/employees will receive consideration for employment/promotions and will not be discriminated against on the basis of disability, sex, sexual orientation, gender identity, age, race, color, religion, national origin, veteran status, or any other legally protected characteristic.

 

JOB FUNCTIONS
Administrative Officers, Conference & Events, Purchasing, Procurement & Stores, Receptionists

JOB OPEN TO:
Fiji Residents Only

OTHER INFORMATION (ATTACHMENTS)
SOW_Administrative Assistant_Fiji & Pacific Islands.docx