Programme Associate

ORGANIZATIONAL CONTEXT

The Department of Programmes is the central management and coordinating function for programme delivery. It is responsible for the implementation of IDLO’s global programme portfolio in line with the organizational strategy.

THE POSITION

Reporting to the Programme Portfolio Manager, the Programme Associate works in close collaboration between IDLO’s Office Headquarters and field locations, and internal support functions, to provide administrative and process assistance to programme teams to support programme implementation and delivery.

Key results expected

1. Provide administrative support to the programme team and ensure process integrity:

• Organize and maintain a master file of programme-related data and materials, programme record files, technical publications, and contracts to be made available to management when requested.
• Support the implementation of consistent templates and tools across the various programmes.
• Support mission preparation, including preparation and follow-up of Travel Request, visa, etc.
• Assist in the onboarding of new Programme staff, including preparing background readings.
• Ensure internal IDLO processes are followed, including preparation of Payment Requests, Purchase Requisitions, etc.
• Draft meeting minutes with external donors/partners.

2. Support the coordination of work and information flow between offices (HQ/Field) and service functions (e.g., HR, Office of the General Counsel, Finance), focusing on the following:

• Support in processing contracts for Contractors/Consultants and in inserting details into the CRF (Consultant request form). Maintain files and alert the Supervisor of action needed to be taken.
• Coordinate with Human Resources to ensure that the administrative aspects of new hires are processed.
• Provide support to programme design and development, including coordinating amongst programme teams and support functions.
• Coordinate the transmission of draft and narrative reports between offices/units.
• Initiate the process of obtaining signatures and approvals of documents, including drafting and circulating routing slips.
• Assist in the organization of institutional and programme events/courses/external visits/presentations, and coordinate with other IDLO interested departments as needed.

3. Carry out desk research on specific topics to provide input to support the development of new proposals, concept notes, briefing notes, summary status reports, and donor narrative reports, including:

• Provide input into IDLO publications, communications materials, and web content.
• Perform any other similar duties as required by the supervisor.

Education and Experience

• University degree in Development, Law, International Relations, Political Science, or other similar field.
• 1-3 years of relevant experience providing process support to projects/programmes.
• Experience working in an international context is highly desired.

Languages

• Fluency in English. Additional language skills are an advantage.

Knowledge, Skills, and Abilities

• Familiarity with standard programme and data management tools;
• Good knowledge of Microsoft Word, Excel, and PowerPoint. Proficient use of other ICT and internet software;
• Excellent written and verbal communication skills;
• Works well with others and actively participates. Shares information.
• 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 an entrepreneurial spirit;
• Ability and willingness to travel to field locations, if necessary;
• Keen sense of ethics, integrity, and commitment to IDLO’s mandate.

For this locally recruited support position, IDLO shall offer the selected candidate a local Affiliate contract for 12 months, with the possibility of extension, subject to performance and funding availability.

IDLO shall also offer a yearly basic salary of EUR 26,498 and a benefits package, including a provident fund contribution and leave entitlements, in accordance with IDLO Employee Regulations and Rules.

Salaries and benefits paid by IDLO to employees are exempt from taxation in Italy. 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 and values diversity in all areas of its operations. We welcome applications of qualified and diverse candidates. 

IDLO is committed to achieving a 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 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.

Application deadline: 24 July 2026 (23:59hrs Rome Time).