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 leadership and management of IDLO, including policy coordination, external relations, strategy and policy planning, institutional monitoring and reporting, and policy advocacy. The incumbent will provide administrative and logistical support to the Director-General as part of a small professional team.

The Position

Under the direct supervision of the Head of the Executive Office, the Administrative Assistant supports the Director-General in close collaboration with the Strategy and Policy Planning Unit to carry out internal and external responsibilities aligned with IDLO’s strategic goals. The role includes providing administrative and logistical support to the Director-General and to the Office of the Director-General more broadly.

Responsibilities

• Coordinate work and information flow within DGO (Executive Office and 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 (e.g., correspondence log)
• Organizing meetings
• Supporting travel arrangements
• Processing invoices and payment requests
• Monitoring expenditures and supporting budget management
• Maintaining the Director-General’s filing system and the DGO online files for sound document organization and easy data retrieval
• Regularly updating and organizing the Director-General’s 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 administrative support experience
• Previous experience preferably within international and/or multilateral organizations

Specific Knowledge, Skills and Behavioral Competencies

• Strong organizational skills including time and workflow management with the ability to handle multiple priorities with minimal supervision
• Excellent interpersonal skills and ability to build respectful relationships in a multicultural environment
• Self-starter with a proven ability to produce results
• Client-oriented approach and strong customer service ethic
• Strong IT skills and knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams) and PDF tools; experience with virtual meeting software (Zoom, Webex)
• Excellent verbal and written English; proficiency in other languages is advantageous

Terms & Conditions

For this locally recruited fixed-term position, IDLO offers a Fixed Term contract for 12 months, with the possibility of extension, subject to performance and funding. Salary is EUR 32,000 per year, with a leave and benefits package including a 14% provident fund and health insurance, in accordance with IDLO Regulations and Rules. Salaries are tax-exempt in Italy; employees remain responsible for the relevant tax obligations of their country of nationality or residence.

Equal Opportunity

IDLO is an Equal Opportunity Employer. Applications from qualified candidates of all backgrounds are welcomed, with female candidates strongly encouraged to apply. IDLO does not tolerate sexual exploitation or abuse, harassment, or discrimination. Selected candidates will undergo reference and background checks as part of the selection process.

Application deadline

20 October 2025 (23:59 Rome time).

Compensation

EUR 32,000.00 per year.

Job function

• Management and Manufacturing

Industries

• International Affairs