International Foundation For Electoral Systems (IFES) angajeaza Program and Administrative Assistant

  • LocationChisinau, 2000, Moldova
  • Job CategoryProgram Administration, International Development, Financiel administration
  • IndustryElections, Democracy, Non-Profit
  • Employee TypeLCN
  • Required Degree4 Year Degree
  • Travel10%
  • Minimum Experience1 Year


About International Foundation for Electoral Systems (IFES):

IFES advances democracy for a better future. We collaborate with civil society, public institutions and the private sector to build resilient democracies that deliver for all. Our technical assistance and applied research develop trusted electoral bodies capable of conducting credible elections; effective and accountable governing institutions; civic and political processes in which all people can safely and equally participate; and innovative ways in which technology and data can positively serve elections and democracy. Since 1987, IFES has worked in more than 145 countries, from developing to mature democracies. In accordance with IFES’ approach: A society is able to reach its full potential in a world in which people of all genders are fully engaged as equal partners in their families, workplaces and communities. Based on international human rights standards and best practices, IFES promotes political participation, justice and equal rights around the world. IFES reflects these values in its programming and workplace culture.


The greatest assets of IFES are our team members. IFES offers competitive benefits and pay, as well as the opportunity to work in a dynamic and collaborative environment. Every member of the IFES team is responsible for carrying out the mission of IFES and integrating IFES values into their work every day: Commitment to Excellence, Effective Communication, High Quality Decision-Making, Accountability, Teamwork and Collaboration.


Project Description:

IFES is launching activities under the Moldova Inclusive and Participatory Political Processes project supported by USAID. Under the project, IFES supports election management actors in Moldova in building on the country’s democratic reforms, preparing for upcoming elections, and strengthening responses to crises and threats.


Primary Function/Purpose:

The Program and Administrative Assistant (PAA) is responsible for providing programmatic and administrative support to IFES Moldova activities, operations, and office. The PAA works closely with all IFES Moldova staff, as needed, and under the direction of the Country Director.

The PAA must be available to work in Chisinau, Moldova full time, and must have residency status and the right to work in Moldova. This position is expected to begin around June 2024 with a minimum of one year duration.


Job Responsibilities:

  • Provide administrative support to program implementation in-country, including procurement of services, invoice reconciliation, event organization and management, and local office communication under the direction of the Country Director;
  • Support the Country Director and other IFES Moldova team members, as needed, to include scheduling, transport planning, meeting arrangements;
  • Support operations and office management by implementing basic administrative tasks in close coordination with the Finance and Administrative Officer and Program Officer;
  • Support procurement of services including assisting in drafting of RFPs/RFQs and preparing selection packages;
  • Maintain and support office and program recordkeeping to ensure compliance with local law, IFES policies, and donor policies;
  • Provide general administrative support to the office, including copying, compiling meeting or training materials, and filing program documents; 
  • Track media coverage on assigned topics and prepare media digests;
  • Administer IFES Moldova social network pages (Facebook and others), in agreement with Country Director, and prepare and post program and other updates to social media pages, as assigned, draft short texts for IFES HQ communications use;
  • Draft weekly updates on IFES Moldova activities for internal and external distribution;
  • Organize and coordinate staff itineraries and travel arrangements;
  • Support guest visits, including but not limited to transportation, logistics, lodging, and welcome packages, under direction from Finance and Administrative Officer;
  • Assist IFES’ international staff and consultant(s) while in-country, including arranging meetings with key stakeholders
  • Provide support in preparation for and during meetings and special events, and prepare and assemble briefing materials (including presentations and handouts) as directed;
  • Attend internal and external meetings and take meeting minutes;
  • Contribute to editing/writing quarterlies and other reports and documents;
  • Provide written translation of IFES and program documents and informal oral interpretation for IFES staff;
  • Provide assistance in monitoring and evaluation of program activities
  • Provide assistance on various projects and assignments;
  • Conduct basic research and provide general support in project implementation; and
  • Other duties as assigned.



Undergraduate degree in political science, international relations, business, finance, or related field.



1-3 years' total professional experience, with some experience working or interning at an international/foreign NGO, organization, or business. Experience with a Moldovan or international NGO/non-profit organization is a plus.


Related Skills or Knowledge:

  • Strong attention to detail, and ability to prioritize tasks and meet deadlines required;
  • Ability to complete tasks with supervision; 
  • Excellent communication skills in order to be able to work with IFES program and administrative staff to identify and resolve issues; 
  • Willingness to adhere to all principles of confidentiality; 
  • Must value operating in a collaborative and cooperative environment; 
  • Ability to show initiative, good judgment, and resourcefulness;
  • Knowledge of Moldovan politics, political system, government, and electoral system;
  • Familiarity with USAID regulations and requirements preferred.


Language Skills:

Professional working proficiency in Romanian and English, both written and spoken, is required. Professional working proficiency in Russian is an asset.


Application Instructions:

Interested applicants should submit a resume/CV and a cover letter in English as part of their application. 

  1. The resume/CV should include contact information for at least two (2) former supervisors or peers able to serve as recent professional references;
  2. The cover letter (maximum length 1 page) should explain why the candidate considers themself suitable for the position.
  3. Please submit all documents by May 31, 2024
  4. To apply please follow the link/Pentru a aplica, vă rugăm să adresați link-ul