Programme Support Associate (locally recruited)

Overview & Responsibilities:

THE POSITION

The Department of Programmes is the central management and coordinating function for programme development, delivery and capacity development. It is responsible for the implementation of IDLO’s global program portfolio for field and non-field locations in line with organizational strategy.

The Office of the Programmes Department s the essential enabler for departmental coordination, knowledge management and learning relating to programmatic activities. It develops and oversees the implementation of departmental policies and procedures in support of program development and implementation. The Office facilitates internal progress reporting, assists in developing departmental workplans, builds institution-wide awareness about program activities and liaises with IDLO country offices worldwide.

Under the supervision of the Programmes Support Manager, the incumbent provides day to day administrative and logistical support to the Office and the Department in order to ensure smooth operations.

Summary of Functions:

• Provide administrative and logistics support to the Programmes Department and the Director of Programmes; and
• Support information management within the Programmes Department, including Country Offices.

Key results expected:

1. Provide administrative and logistics support to the Programmes Department:

• Support the scheduling of meetings and the organization and scheduling of travel commitments of the Director of Programmes; preparation of travel budgets, meeting agendas, background materials, institutional support, follow-up on expenses and summary reports;
• Coordinate the on-boarding of new Programmes personnel at HQ and in the Country Offices, including preparing background readings, setting up of induction agendas and briefings;
• Assist in departmental procurement and related administrative processes.
• Prepare correspondence, draft letters and meetings minutes within delegated authorities;
• Support the organization of institutional events/meetings/external visits/presentations at Headquarters, and coordinate with relevant Departments.

2. Support information management within the Programmes Department and with Country Offices:

• Assist with the information management: input, organize and maintain programme-related data and materials directly affecting programmes, in coordination with other relevant department/s;
• Support internal communication within the department, and the coaching of programmes colleagues on existing policies and procedures;
• Support the regular updating of programme record files, technical publications, and delegations published under shared platforms.

Job Requirements:

Education and Experience

• University degree in international development, law, public administration, business administration, public policy or other relevant social sciences.
• At least two (02) years of relevant experience providing process support to projects/programmes.
• Experience working in an international context is highly desired.

Languages

• Fluency in English is required.
• Knowledge of another IDLO language, i.e. French, Spanish or Arabic is highly desired.

Knowledge, Skills and Abilities

• Excellent interpersonal skills and the ability to work constructively with several internal service departments.
• Good knowledge of Microsoft Word, Excel and PowerPoint, Outlook, SharePoint. Proficient use of other ICT and internet software.
• Excellent written and verbal communication skills.
• Works well with others and actively participates. Shares information, contributes, encourages and motivates others to become involved in team activities. Provides constructive feedback and willingly helps others. Contributes to a fair environment that fosters collaboration and cooperation. Works effectively across and within IDLO organizational boundaries.
• Proven ability to see through tasks set and deliver results. The ability to work under pressure with tight deadlines, flexibility and solution-oriented.
• Keen sense of ethics, integrity, and commitment to IDLO’s mandate. Self-motivated and dynamic with a willingness and ability to use initiative to assist the organization to achieve its objectives.

Terms & Conditions: For this locally recruited position, IDLO shall offer the selected candidate a Fixed Term Local Contract for 12 months, with the possibility of extension subject to performance and availability of funding.
IDLO shall also offer a yearly basic salary of Euro 26,498.- and a benefits package including provident fund contribution (14%), medical insurance, and leave entitlements in accordance with IDLO Employee Regulations and Rules.
This local position is open to candidates who are nationals of the duty station, or with permanent resident status or other legal authorization permitting them to work in the duty station. An employee subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international employees.
All applications will be treated with the strictest confidentiality and in compliance with IDLO’s policy on personal data protection. In the interest of making most effective use of resources, only short-listed candidates will be contacted during the selection process.
IDLO is an Equal Opportunity Employer and values diversity in all areas of its operations. We welcome and strongly encourage qualified and diverse applications to our positions. 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 and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo careful reference and background checks.
Application deadline: 06 May 2024 (23:59hrs Rome Time). Annual Compensation: EUR €26,498.00/Yr.