Consultancy - Administrative Assistant, Director-General’s Office (locally recruited)

BACKGROUND

The Office of the Director-General (DGO) provides strategic, policy, and operational support to the Director-General in the overall leadership and management of the Organization. This includes coordination of institutional priorities, senior-level external engagement, policy development, and organizational performance monitoring.

Within this context, the Executive Office plays a central role in ensuring the effective functioning of the Director-General’s Office, including facilitating coordination across departments and maintaining efficient administrative and logistical support systems.

To support these functions, IDLO seeks to engage a Consultant to provide administrative and operational support services to the Director-General’s Office.

THE CONSULTANCY

The objective of this consultancy is to provide high-quality administrative, logistical, and coordination support to the Director-General’s Office, ensuring the smooth functioning of daily operations and effective information flow within the Office and across the Organization.

Under the overall guidance of the Head of the Executive Office, and in close collaboration with the Executive Assistant, the Consultant will be responsible for the following:

1. Administrative and Operational Support

• Maintain and update administrative logs and tracking systems, including correspondence registers;
• Support the organization and coordination of meetings, including scheduling, documentation, and follow-up actions;
• Facilitate travel arrangements, including related administrative processes;
• Process invoices and payment requests in line with organizational procedures;
• Monitor expenditures and support basic budget tracking functions;

2. Information and Document Management

• Maintain and organize the Director-General’s filing systems (physical and electronic), ensuring accuracy, accessibility, and confidentiality;
• Regularly update and maintain the Director-General’s contact database;

3. Coordination and Communication Support

• Support coordination of workflow and information flow within the Director-General’s Office, including liaison with the Strategy and Policy Planning Unit and other departments;
• Assist in maintaining and updating the Director-General Office’s intranet page;

4. General Support

• Provide backstopping support to the Executive Assistant, as required;
• Perform other related tasks as may be assigned to ensure the effective functioning of the Office. 

DELIVERABLES

The Consultant is expected to effectively deliver:

• Up-to-date and accurate administrative tracking systems and logs;
• Timely coordination of meetings, travel, and administrative processes;
• Well-maintained and organized filing and document management systems;
• Regular updates to contact databases and intranet content;
• Efficient and responsive support to the Director-General’s Office operations.

Education & experience:

• Bachelor’s Degree or High School Diploma with at least 3-4 years previous work experience in an administrative support role;
• Previous experience working in an international environment would be an advantage. 

Specific knowledge and skills:

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

This is a full-time consultancy assignment, based at the IDLO HQ Rome, Italy. The Consultant will be engaged under a Single Engagement Agreement (SEA) consultancy contract ideally for 12 (twelve) months, with the possibility of extension, subject to performance and exigencies of the service.

IDLO shall offer the selected Consultant an all-inclusive fixed lump-sum fee of Euro €2,000 per month, upon submission of a monthly timesheet, invoice, and approval of IDLO Contracting Manager.

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.

All applications will be treated with the strictest confidentiality and in compliance with IDLO’s policy on personal data protection.

Application deadline: 24 April 2026 (23:59hrs Rome time)