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Programme Assistant - Belgium (80%)
International Institute for Democracy and Electoral Assistance (IDEA)
Posted 1 month ago
Job Description


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.

In the first half of 2023, Sweden will hold the Presidency of the Council of the EU. Through its previous Presidency in 2009, Sweden supported the development of the first EU Council Conclusions on Democracy. The timing of the Presidency in 2023 is fortuitous, coinciding with both the second Summit for Democracy and the EU Action Plan on Human Rights and Democracy 2020-2024 midterm review. It therefore provides a timely opportunity to review EU democracy plans, commitments and actions with key input from the Global South.

International IDEA’s Regional Europe Office (REO) fulfils a representative role to the European Union (EU) institutions, its Member States (MS) and partners in Brussels. In 2022, it established a Project “Swedish EU-Presidency 2023 & the Democracy Agenda: Informing & Improving Implementation of EU Democracy Policies” with support from the Swedish government. The objective of this project is to contribute to assessing the relevance of EU’s external democracy policy and action. Feedback and insights especially from democracy partners and actors in the Global South will form the foundation of recommendations as a contribution to the planned mid-term review of the EU Action Plan on Human Rights and Democracy 2020-2024 and the development of the next EU Action Plan.


The Project includes planning, mapping, learning, consultations and dialogue activities resulting in a report and policy briefing summarizing key findings from the project activities, and a multi-stakeholder conference to present and discuss the report during the first half of the Swedish EU presidency in 2023.

The Programme Assistant (working 80%) is responsible for delivering support to the implementation of the Project in close collaboration with the Project’s Programme Manager and Programme Officer. This includes support in assuring the delivery of qualitative implementation activities including planning, the organization of events, outreach to key interlocutors, project and activity reporting, support to data collection and communication.

Duties and Responsibilities

  • Ensures effective organization of programming and events, in collaboration with the Programme Manager and Programme Officer. Ensures all administrative, logistical 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;
  • 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;
  • Carries out procurement processes in accordance with organizational policies and procedures including obtaining quotes, drafting and monitoring contracts and agreements and liaising with service providers/partner organizations;
  • 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;
  • Provides assistance 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;

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 logistical support;
  • Has basic analytical skills and an interest in policy analysis;
  • Is competent in carrying out basic financial administrative duties;
  • Can work with minimal 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, Swedish Presidency Project

Education and Experience

  • High school diploma and preferably business education; University background is considered an asset
  • Around 3 years of experience (including substantial internships) in programme, project or administrative support;
  • Experience in working in the non-profit sector or in an international environment would be considered as an asset;
  • Experience of working with EU policies and procedures would be considered as an asset.
  • Fluency in written and oral English is required; Any other widely spoken language in an International IDEA priority region would be considered as an asset.

Terms of Contract:

  • Local Post.
  • Part time position (80%). Fixed-term appointment for one (1) year.
  • Remuneration - EUR 2 786 NET per month - the salary is exempt from taxation in Belgium but is subject to social security contributions.

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 Belgium 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 (CEST) 10 July 2022.

  • 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 on 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.

This job is no longer available.