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


#J-18808-Ljbffr