Administrative Assistant (locally recruited)

Overview & Responsibilities

ORGANIZATIONAL CONTEXT

The International Development Law Organization (IDLO) enables governments, empowers people, and strengthens institutions to realize justice and promote peace and sustainable development. IDLO is the only global intergovernmental organization exclusively devoted to promoting the rule of law and access to justice.

With its Headquarters in Rome, Italy, a Branch Office in The Hague, and Permanent Observer Missions to the United Nations in New York and Geneva, IDLO carries out policy advocacy, research and learning, as well as rule of law and justice programmes in countries through some 17 Country Offices operating in every region of the world.

The position is based in the Executive Office within the Office of the Director-General (DGO), which supports the Director-General to carry out her responsibilities in line with IDLO’s strategic goals. Working as part of a small professional team, the incumbent will provide administrative and logistical support to the Director-General and the Office of the Director General.

THE POSITION

Working under the supervision of the Head of the Executive Office, and in the close collaboration with the Executive Assistant, the Administrative Assistant is responsible for the following functions:

• Provide administrative and logistics support to the Director-General and the Director-General’s Office more broadly, including by:

• Supporting the coordination of work and information flow within DGO, including the Executive Office and the Strategy and Policy Planning Unit, and between DGO and other departments and teams.

• Support the administrative needs of the Office including:

  • Maintaining and updating administrative logs and trackers including the correspondence log
  • Organising meetings
  • Supporting travel arrangements
  • Processing invoices, payments requests
  • Monitoring expenditures and supporting budget management

• Maintaining the Director-General’s filing system as well as the DGO online files, to ensure sound organization of documents and easy access and retrieval of data;

• Regularly updating and organizing the Director-General’s list of contacts;

• Update and maintain the Office of the Director-General intranet page;

• Backstop the Executive Assistant and perform other similar tasks as required.

Job Requirements

Education & experience:

• Bachelor’s Degree or High School Diploma with at least 4 years previous work experience in an administrative support role;
• Previous experience working in an international environment would be an advantage.

Specific knowledge and skills:

• Strong organizational skills including time and workflow management and a track record of managing multiple and competing priorities successfully and professionally, and with minimal levels of supervision;
• Excellent interpersonal skills, and ability to promote mutual respect and trust, and build effective relationships in a multicultural environment;
• Demonstrated capacity as a self-starter with a proven ability to produce results;
• Strong client-oriented approach and customer service ethic;
• Strong IT skills and knowledge of Microsoft Office (Word, Excel, PowerPoint, Access, Outlook, Teams), Adobe PDF and virtual meeting software (Zoom, Webex);
• Excellent verbal and written communication skills in English. Proficiency in other languages is highly advantageous.

Terms & Conditions

For this locally recruited fixed-term support position, IDLO shall offer the selected candidate a Fixed Term contract for 24 months, with the possibility of extension, subject to performance and availability of funding,

IDLO shall also offer a yearly basic salary of €32,000 and a benefits package including provident fund contribution, medical insurance, leave entitlements in accordance with IDLO Employee Regulations and Rules.

Salaries paid by IDLO to employees are exempt from taxation in Italy. IDLO employees are responsible for compliance with income tax laws of their country of nationality or residence and/or any other relevant fiscal jurisdiction.

IDLO is an Equal Opportunity Employer and values diversity in all areas of its operations. We welcome applications of qualified and diverse candidates.

IDLO is committed to achieving 50/50 gender balance at all levels within its workforce. Female candidates are strongly encouraged to apply for IDLO vacancies.

IDLO does not tolerate sexual exploitation or abuse, any kind of harassment, including harassment of a sexual nature, or discrimination. As such, IDLO will conduct careful reference and background checks of all selected candidates as part of its selection process.

Annual Compensation

EUR €32,000.00/Yr.

DISCLAIMER
The above statements are intended to describe the general nature and level of the work being performed by the employee/consultant/intern assigned to this work. This may not be an exhaustive list of all duties and responsibilities. The Director-General of IDLO reserves the right to amend and change responsibilities or even to cancel the consultancy opportunity to meet business and organizational needs as necessary. All applications will be treated with the strictest confidentiality and in compliance with IDLO’s policy on personal data protection.