Overview & Responsibilities: The Department of Programmes is the central management and coordinating function for programme development, delivery and capacity development.
It is responsible for the implementation of IDLO's global program portfolio for field and non-field locations in line with organizational strategy.
Reporting to the Regional Programme Manager-LAC, the Programme Associate works in close collaboration between IDLO's Offices (Headquarters and Field Locations) and internal support functions to provide administrative and process assistance to programme teams to support programme delivery.
Key results expected: - Provide administrative support to the programme team and ensure process integrity, including: - Support mission preparation including preparation of Travel Request, visa, etc.
- Assist in the on boarding of new Programme staff, including preparing background readings.
- Ensure internal IDLO processes are followed including preparation and follow up of Travel and Payment Requests, Purchase Requisitions.
- Draft meetings minutes, including of calls with external donors/partners.
- Organize and maintain master file of program-related data and materials, program record files, technical publications, contracts, etc., to be made available to management when requested.
- Support the implementation of consistent templates and tools across the various programs.
- Assist with translations related to the programme (as applicable).
- Support the coordination of work and information flow between offices (HQ/Field) and support functions (e.g., HR, Office of the General Counsel, Finance, Procurement) focusing on the following: - Support in processing contracts and amendments for Contractors/Consultants.
Maintain up to date files and alert the Supervisor of action needed to be taken.
- Coordinate with Human Resources to ensure that administrative aspects of new hires are processed.
- Provide support to program development including coordinating amongst program 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 about these.
- 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: - Proposals, concept notes, briefing notes, summary status reports, and donor narrative reports.
- Provide input into IDLO publications, communications materials, web content.
- Any other similar duties as required by the supervisor.
Job Requirements: 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 and an additional language from LAC countries of operation, especially Spanish, is essential.
Knowledge, Skills, and Abilities - Familiarity with standard programme and data management tools; - Good knowledge of Microsoft Word, Excel, and Power Point.
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.
Terms & Conditions: 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 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 from 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.
In the interest of making the most effective use of resources, only the short-listed candidates will be contacted during the selection process.
Application deadline: 24 October 2024 (23:59hrs Rome time).