Administrative Assistant, Director-General’S Office (Locally Recruited)

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.

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;

• 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.

• 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.