Administrative Assistant, Director-General’s Office; Locally

Position: Administrative Assistant, Director-General’s Office (Locally recruited)
Overview & Responsibilities
The Administrative Assistant supports the Director‑General and the Executive Office in policy coordination, senior level external relations, strategy planning, institutional monitoring and reporting, and advocacy.
Position
The role is based in the Executive Office within the Director‑General’s Office (DGO) and reports to the Head of the Executive Office. The incumbent works closely with the Strategy and Policy Planning Unit to provide administrative and logistical support to the Director‑General and the Office of the Director‑General.

Key Responsibilities

Coordinate work and information flow within DGO, 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 and supporting travel arrangements.
Processing invoices and payment requests.
Monitoring expenditures and supporting budget management.
Maintaining the Director‑General’s filing system and 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

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 an international and/or multilateral organization.

Specific Knowledge, Skills and Behavioral Competencies

Strong organizational skills with a track record of managing multiple competing priorities with minimal supervision.
Excellent interpersonal skills, ability to promote mutual respect and trust, and build effective relationships in a multicultural environment.
Demonstrated capacity as a self‑starter with proven ability to produce results.
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
Fixed‑term contract for 12 months, renewable upon performance and funding, with an annual base salary of EUR 32,000, leave and benefits package, provident fund (14%), and health insurance in accordance with IDLO Employee Regulations and Rules.
Salary paid by IDLO is exempt from taxation in Italy. IDLO employees are responsible for compliance with income tax laws of their country of nationality or residence or other relevant fiscal jurisdiction.
Equal Opportunity
IDLO is an Equal Opportunity Employer and welcomes 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 sexual harassment, or discrimination. Careful reference and background checks of selected candidates are part of the selection process.
Final date to receive applications
25 June 2026 (23:59hrs Rome time)
Annual Compensation
EUR 32,000 / year.
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