The International Institute for Democracy and Electoral Assistance — International IDEA is an intergovernmental organization that supports sustainable democracy worldwide. Its objective is to strengthen democratic institutions and processes. 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. It works together with policy makers, governments, UN organizations and agencies and regional organizations engaged in the field of democracy building.

International IDEA’s notable areas of expertise are: electoral processes, political parties, constitution-building processes, democracy and gender and democracy assessments. International IDEA works worldwide. It is based in Stockholm, Sweden, and has offices in Brussels, New York, Latin America, Africa and Asia.

Main functions of the post:

To manage the Strategic Planning process and the Institutional Planning and Budgeting process on behalf of the Secretary-General;

To manage the Results-Based Management system administration process on behalf of the Secretary-General;

To manage the preparations and follow-up of the Management Committee and the Executive Group on behalf of the Secretary-General;

To manage the day-to-day functions of the Secretary-General’s office.

1. Duties and Responsibilities:

Under the supervision of the Secretary General the incumbent performs the following duties:

Leads the process of strategy development in accordance with established procedures, by making sure that the various steps and procedures are adhered to and by securing the participation of key staff in the process;

Leads the process of preparing the institutional planning and budgeting in accordance with established procedures, by making sure that the various steps and procedures are adhered to and by securing the participation of key staff in the process;

Manages the system administration process and on behalf of the Secretary-General, monitors organization-wide compliance with the RBM system by:

          a) Ensuring implementation of the RBM management system;

          b) Approving the RBM audits annual plan, ensuring the actual auditing of the RBM system and actions for improvement;

          c) Strategically promoting and developing IDEA´s RBM system throughout the organization. This includes the implementation of strengthening strategies for staff’s awareness in regards to the system; 

          d) Strengthening IDEA´s RBM system visibility and impact;

          e) Supervising and coordinating the work of the System Administrator;

          f) Representing the Secretary General in internal activities associated to the RBM system.

Manages the preparations and follows-up on the Management Committee and the Executive Group on behalf of the Secretary-General and according to the documented procedure;

Manages the preparations, recording, communication and tracking of decisions by the management committee and the executive group; and as such the incumbent takes part in all management committee meetings;

Manages the Secretary-General’s office and its communication with other Secretariat departments and units. The incumbent is expected to budget and control expenditure for all costs and income related to the work of the SG Office and to coordinate the work of the different personnel under this office;

Manages the day-to-day functions of the Secretary-General’s office;

Performs activities in accordance with management system procedures;

Actively integrates the inclusion of a gender and diversity perspective in all programming activities;

Performs any other tasks that might be assigned to him or her by the Secretary-General.

2. Qualifications and skills: 

Basic qualification requirements:   

2.1    Level and type of formal education: 

University degree in Social and/or Political Science or related subject, supplemented by qualifications in administration, strategy and/or planning.

2.2   Professional experience: 

A minimum 10 years of varied professional experience related to strategy, management or planning in governmental, non governmental or inter-governmental organizations.  

A minimum 5 years experience in Strategy, Planning, Organizational Management.

A minimum 3 years experience leading Strategy, Planning and Organizational Management;

Working experience in organizations structured around a management system based on an international standard such as ISO 9001 or based on the RBM methodology.

2.3    Functional competencies:

Creativity and capacity to develop innovative analytical perspectives and approaches;

Ability to build and motivate partnerships and networks towards the effective agreement and achievement of objectives.

Excellent negotiation, conflict resolution, diplomacy and leadership skills;

Excellent communication and presentation skills, including the ability to present complex managerial issues to non-expert audiences;

Excellent analytical, drafting, editing and problem solving skills;

Proven ability to conceptualize, innovate, plan and execute ideas and to transfer knowledge and skills;

Ability to work both independently, with minimum supervision and in teams;

Ability to work with tight deadlines and, occasionally, under stressing conditions;

Familiarity with general theories and practice of management systems based on international standards;

Ability to operate effectively in a multi-cultural environment and be Gender-sensitive.

2.4    Difficulty of work: 

Proven ability to conceptualize, innovate, plan and execute ideas and to transfer knowledge and skills.

Good sense of initiative, ability to set priorities and work under pressure with accuracy and dedication;

The additional challenge is the leadership of high profile teams.

2.5   Supervisory responsibilities: 

The incumbent will supervise, direct and guide the System Administrator, but also coordinates under the mandate of the SG the working groups associated to Strategy Development and Planning and Budgeting in order to satisfy the written procedures.                                                    

2.6  Impact of work: 

In charge for major initiatives at International IDEA RBM system. The success of these initiatives will have a direct impact on the fulfillment of International IDEA’s strategic goals due to the RBM system is the common basis to align and monitor the different outputs and outcomes of the organization under an structured manner;

The incumbent is expected to act with considerable autonomy, based on his/her significant experience in a variety of aspects of the field of expertise.  Personal and institutional experience, maturity, sensitivity, flexibility, and demonstrated ability to plan, to deliver results and to manage change are important requirements.

2.7  Language skills:

Fluency in oral and written English. 

Knowledge of other widely spoken languages (in particular Spanish, Arabic, Portuguese, African languages or French) would be an asset.

2.8 Computer skills:  

Good computer skills and knowledge of relevant computer software packages including internet use.

3. Criteria for Professional Performance 

The incumbent of this post is expected to act according to a set of principles when carrying out her/his responsibilities both at Headquarters and in the field and, as appropriate to their role, display the following characteristics:

 Be a Facilitator of Change

Get Results/ Be Accountable and Proactive

Lead By Example

Be a Decision Maker

Be a Model of Integrity

Celebrate Diversity

Be a Team Worker/Builder

Strive for Success and Excellence

Plan and Organize

Terms of contract: 3 year fixed term appointment.

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

Please note that all applications must be made in English.

Should internet not be an option, applications can be submitted to International IDEA by fax: +46-20 24 22 or by post: International IDEA, SE-103 34, Stockholm, Sweden

To read the original job advertisement please visit IDEA