Administrative Assistant, Director-General’s Office (Locally recruited)

Overview & Responsibilities

The position is based in the Executive Office within the Director-General’s Office (DGO), which supports the Director-General in her overall leadership and management of IDLO including providing overall policy coordination, senior level external relations, strategy and policy planning, institutional monitoring and reporting, and policy advocacy.

Working as part of this small professional team, the incumbent will provide administrative and logistical support to the Director-General.

THE POSITION

Under the direct supervision of the Head of the Executive Office, the Administrative Assistant position is based in the Executive Office within DGO, which, in close collaboration with the Strategy and Policy Planning Unit, supports the Director-General to carry out all internal and external responsibilities in line with IDLO's strategic goals.

Working as part of small professional team, the incumbent will provide administrative and logistical support to the Director-General, and to the Office of the Director-General 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
  • Organizing meetings
  • Supporting travel arrangements
  • Processing invoices, payments requests
  • Monitoring expenditures and supporting budget management
  • Supporting the maintenance 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 and Experience

• Bachelor’s Degree or High School Diploma with at least 3-4 years of previous work experience in an administrative support role;
• Previous experience preferably within international and/or multilateral organization.

Specific knowledge, skills and behavioral competencies

• 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 12 months, with the possibility of extension, subject to performance and availability of funding, at an annual basic salary of EUR €32,000.-, a leave and benefit package, including provident fund (14%), and health insurance 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. We welcome applications from qualified candidates of all backgrounds. 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.

Application deadline: 25 June 2026 (23:59hrs Rome time)

Annual Compensation

EUR €32,000.00/Yr.