Administrative Assistant (Project)

ORGANIZATIONAL CONTEXT

The Department of Finance and Support Services (DFSS) provides effective delivery of IDLO’s Finance, Budgeting & Reporting, Procurement, as well as Information and Communications Technology to help deliver IDLO’s activities, thereby contributing to IDLO’s ability to strategically fulfill its mission.  This also encompasses the optimization of IDLO’s internal policies, processes, and extends to its organizational planning, target-setting, and performance measurement.

The Department plays a key role in creating and implementing IDLO’s vision of a networked organization, incorporating the principles of matrix management and promoting an environment of shared resources.  

The Headquarters Procurement Unit (HQPU) is an essential service enabler to support cross-functional teams and projects, as the subject matter expert on IDLO's Procurement Policy and Procedures (PPP). The HQPU formulates and interprets policy, provides advice, guidance, operational support, and ensures oversight of its implementation.  The HQPU is also the Secretariat to IDLO's Procurement Review Committee.

The HQPU is undergoing major changes including the rolling out of key initiatives that cover systems, policy, procedure, and people. 

HQPU is the Business Owner of the Procurement Automation Project, to move from paper-based work processes to an ERP system covering all Country Offices, Branch Offices, and Headquarters. The Project is at the Deployment Stage of its Implementation Cycle with the Pilot phase starting and End User Training occurring over the next few months. 

With this in mind, the HQPU seeks to hire an Administrative Assistant (“the Consultant”) to support the HQPU in organizing the project-related administrative operations of the Unit. The Consultant is expected to also work very closely with and support the administrative needs of the Global Head of ICT for the Procurement Automation Project.

THE ASSIGNMENT 

Under the direct supervision and direction of the Global Lead for Procurement Services, the Consultant will be responsible for, but not necessarily limited to, the following:

• Prepares and edits correspondence, meeting notes, reports, and other documents on behalf of the HQPU.
• Support the organizing and scheduling of events such as meetings, training etc 
• Under supervision, set up the HQPU helpdesk/customer service ticketing system to manage, process, and document End user's support requests. 
• Support the Global Lead for Procurement Services with research and/or retrieving of documents and; compile and prepare meeting talking points.
• Help maintain relevant procurement internal document depository folders and files including the usage of SharePoint and its data integrity; facilitate access for IDLO Country Offices and Headquarters Departments when needed.
• Carry out any other duties within the overall function and level of responsibility as may be assigned by the Global Lead for Procurement Services.

IDEAL CANDIDATE PROFILE 

The Consultant should have the following educational qualifications, experience, skills, and competencies:

Education

• A Bachelor’s Degree or equivalent, preferably in Business Management/Administration, Public Administration, Procurement, or Supply Chain Management.

Work experience

• One year of experience in the provision of administrative support or customer service, preferably in Intergovernmental Organisations  
• Experience with ERP systems is an advantage
• Ability to draft materials clearly and concisely in English.

Languages

• Fluent oral and written English skills. 
• Knowledge of French, Spanish or Italian is an advantage.

Specific Technical and Behavioural Competencies

• Able to organize work and have high proficiency in using MS Office including SharePoint and MS Teams.
• Experience in matrix/remote working preferred. 
• Ability to work independently with the flexibility to deliver the agreed outputs and respond to feedback in a timely and professional manner.
• Excellent interpersonal and communication skills.
• Strong sense of ethics and integrity. 

 SUBMISSION OF APPLICATION

Interested qualified Consultants are invited to submit their application that includes the following:

Cover Letter

Max one page with the key requirements to the TOR as follows:

• Education
• Work experience
• Languages
• Proficiency level in using MS Office, SharePoint, and MS Teams
• Experience in matrix/remote working

Curriculum vitae

• Max of two pages

TERMS AND CONDITIONS

The assignment is expected to begin in August 2021, with the possibility of an extension. 

Payment will be made monthly for the agreed monthly contract amount upon submission of a monthly timesheet, invoice, and approval of IDLO. 

The work may be done as a combination of home-based and at the IDLO Headquarters in Rome, Italy.

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.

DISCLAIMER AND CLOSING DATE 

The above statements are intended to describe the general nature and level of the work being performed by the Consultant. This is not intended as an exhaustive list of all duties and responsibilities. 

The Director-General of IDLO reserves the right to amend and change responsibilities or to cancel the consultancy to meet business and organizational needs, as necessary.

The application deadline is 25 July 2021.