Office Services Associate (Locally recruited)

The IDLO Office in The Hague acts as a justice hub providing the organization with specialized expertise in priority thematic areas to support policy, advocacy, research and programmes. The Office maintains and builds strategic diplomatic and professional relationships with The Government of the Netherlands, a member party of IDLO, and with international organizations and tribunals, and other organizations in the justice and peace community in The Hague, as well as with other current and prospective partners in Europe. 

Under the overall guidance of the Director, Branch Office The Hague, and supervised by the Office Services Specialist, the Office Services Associate will assist with all affairs relating to the Organization’s premises in The Hague Netherlands. The Associate will support with the well-being of the office related to building management, employees, stakeholder events and meetings in addition to providing administrative and procurement support. The incumbent ensures consistent services delivery to the Office and Department with a client-service approach while ensuring compliance of relevant IDLO Policies and Procedures. 

1. Provides Administrative, Procurement and IT support:

• Welcomes and monitors visitor access, accompanies visitors as appropiate and notifies the concerned employees.
• Supports the Director in the preparation of official missions.
• Places, receives, and routes phone calls and emails in The Hague info mailbox.
• Performs clerical duties as collecting and distributing parcels, signs for deliveries, responsible for outgoing couriers, taxi, and hotel bookings.
• Supports building management for maintenance, office alarm security and any other needed facilities.
• Coordinates the building security access and escalates security issues as necessary to the supervisor and/or Security Advisor HQ.
• Orders and maintains office supplies and equipment as necessary in collaboration with the supervisor.
• Act as Procurement Focal Point for the HBO.
• Assists in planning procurement of items for THO in collaboration with HQ Procurement.
• Carry out market research under guidance of HQ Procurement & keep up to date with significant market developments.
• Maintain relevant files, keep contractual agreements updated ensuring compliance and contractual obligations.
• Keep abreast of donor procurement policies and support IDLO compliance with agreed terms.
• With the direction and support of HQ ICT, assists in installing workstations, hardware maintenance (Photocopiers, Projectors, etc.) and provides basic technical guidance to employees when needed.
• Guide employees to IDLO policies including ICT security policies.
• Organize / Assign workstations for THO employees as necessary.

2. Acts as second protocol registration officer for the Dutch MFA:

• Supports the smooth arrival, registration and deregistration of new employees and interns in compliance with IDLO’s procedures, and national laws and regulation.
• Acts as the second contact to Dutch Costums and MFA Protocol Department for registration of IDLO employees and interns.
• Updates the employee information on MFA E-portal.

3. Co-organizer of occasional Events and Meetings:

• Assists with booking of meeting rooms.
• Replies to RSVP’s Hague info mailbox and compiles participants lists, communicates participations to HQ External Relations and Partnerships department (EXP) and to the organizer.
• Organizes catering services in collaboration with relevant unit.
• Prepares the technical requirements, microphones, go-to-meeting, live-stream etc. in collaboration with EXP department and organizer.
• Performs any other similar duties as requested by the supervisor.

IDEAL CANDIDATE PROFILE 

Education and Experience

• A graduate degree in Public Administration, Political Science, International Relations, Law, or a similar field is required.
• 2-3 years of relevant professional experience, providing administrative support preferably within international organizations/settings.
• Previous experience in a Front Office environment or support function for a senior official is a strong advantage.

Language

• Excellent verbal and written communication skills in English. Proficiency in other languages is highly advantageous.

Knowledge, Skills and Abilities

• Strong interpersonal skills, including tact and the ability to work constructively with several internal service departments. Experience in scheduling and organising in-person and virtual meetings and conferences.
• Strong IT skills and knowledge of Microsoft Office (Word, Excel, PowerPoint, Access, Outlook, Teams), Adobe PDF and virtual meeting software.
• Strong organisational skills and a track record of managing multiple and competing priorities successfully and professionally, with minimal supervision. Works well with others and actively participates, works effectively across and within IDLO organizational boundaries.
• Excellent written and verbal communication skills.
• Ability to work under pressure with tight deadlines, flexibility and an entrepreneurial spirit.
• Proven ability to see through tasks set and deliver results.
• Ability and willingness to travel to field locations, if necessary.
• Keen sense of ethics, integrity, credibility, and commitment to IDLO’s mandate

For this locally recruited position, IDLO will offer the selected candidate an Affiliate support Contract of 24 months, with the possibility of extension subject to performance and availability of funding.

IDLO shall offer a yearly basic salary of EUR € 29,198.- and benefits including provident fund contribution (14%), medical insurance and leave entitlements in accordance with IDLO Employee Regulations and Rules.

Salaries and benefits paid by IDLO to employees are exempt from taxation in The Netherlands. IDLO employees are responsible for compliance with income tax laws of their country of nationality or residence and/or of any other relevant fiscal jurisdiction. 

IDLO is an Equal Opportunity Employer. We welcome 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 harassment of a sexual nature; or discrimination. As such, IDLO will conduct careful reference and background checks of all selected candidates as part of its selection process.

In the interest of making most effective use of resources, only short-listed candidates will be contacted during the selection process.

Application deadline: 01 September 2025 (23:59hrs Rome time)