Programme Assistant

The Department of Programmes is the central management and coordinating function for programme delivery and capacity development. It is responsible for implementing IDLO’s global programme portfolio for field and non-field locations in line with the organizational strategy.

Under the direct supervision of the Programme Lead, the Programme Assistant provides day-to-day administrative and logistical support to the Moldova IDLO Country Office team to ensure the smooth operations of the Country Office.

Roles and Responsibilities

1. Support the day-to-day administrative, logistics, and coordination support for the Country Office.
2. Support the Programme Coordinator(s) to implement administrative and procurement procedures in line with the Field Operations Manual and IDLO Procurement Policies and Procedures (i.e., preparation of purchase requisition, payment requests, travel requests).
3. Assist the Programme Coordinator(s) to ensure timely compliance with agreed-upon project deadlines, actions, and requirements, as well as support the preparation of project documents and work plans.
4. Input, organize, and maintain project-related data and materials directly affecting programmes, projects, project record files, technical publications, and other references.
5. Provide administrative support to the organization of conferences, workshops, and other events, including logistics, and preparing materials for meetings such as agendas, handouts, binders and the like
6. Support in contract preparation for short-term contracts, including preparing Terms of Reference.
7. Support in researching material for the various programme streams’ activities and preparing background material for programme activities.
8. Act as the focal point for information management within the office across the programmatic portfolio.
9. Take minutes of meetings and draft notes to file.
10. Assist with translations related to the programme (where applicable).
11. Support contract tracking, signature and processing for consultants.
12. Prepare routine correspondence, announcements, and reports in accordance with programme needs.
13. Handle routine matters on behalf of the supervisor and follow up on correspondence and administrative issues.
14. Coordinate programme-related work with other IDLO functional units in the Country Office and at Headquarters. Initiate the process of obtaining signatures and approvals of documents, drafting and circulating routing slips.
15. Perform other similar duties as required by the Programme Lead.

Education

• Bachelor’s degree in business administration, law, political science, social sciences, or a related field.

Experience

• 2-3 years of relevant experience providing administrative support to projects/programmes.
• Experience working in an international context is highly desired.

Language Requirements

• Excellent written and communication skills in English and Romanian are required.

Knowledge, Skills, and Abilities:

• Strong organizational skills with the ability to multi-task.
• Good knowledge of Microsoft Word, Excel, and PowerPoint. Proficient use of other ICT and internet software.
• Excellent written and verbal communication skills.
• Excellent time management skills and the ability to prioritize work.
• Attention to detail and problem-solving skills.
• Proven ability to develop and foster working relationships across a globally based organization.
• Works well with others and actively participates. Shares information contributes, encourages, and motivates others to participate in team activities. Provides constructive feedback and willingly helps others. 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. Self-motivated and dynamic with a willingness and ability to use initiative to assist the organization in achieving its objectives.

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

In addition, IDLO shall offer a yearly basic salary of USD 19,000 , medical insurance, and leave entitlements, including in accordance with IDLO Employee Regulations and Rules.

This local position is open to candidates who are nationals of the duty station or with permanent resident status or other legal authorization permitting them to work in the duty station. An employee subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international employees.

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: April 6, 2024