1. Organization: IDLO - International Development Law Organization

2. Location: Hargeysa

3. Grade: Level 2 - Transactional Support Role

4. Occupational Groups: Administrative support

5. Closing Date: 2022-08-10

Organisational Context

The International Development Law Organization (IDLO) enables governments, empowers people, and strengthens institutions to realise justice and promote peace and sustainable development. IDLO is the only global intergovernmental organisation exclusively devoted to promoting the rule of law and access to justice.

With its headquarters in Rome, Italy, a Branch Office in The Hague, Permanent Observer Missions to the United Nations in New York and Geneva, and 18 Country Offices across the globe, IDLO carries out policy advocacy, research, and the rule of law and justice programmes, operating in every region of the world. 

The Position

Under the supervision of the Field Program Manager, the Office Assistant will be responsible for managing general administrative duties for the Hargeisa office.

Key Functions

Administrative and Logistical Support

1. Assist with the day-to-day administrative affairs relating to the organization’s premises.

2. Attending to courier’s services and mail.

3. Process the monthly office utility bills and follow up with finance to ensure timely payment.

4. Support in verification and filing of daily vehicle log sheets.

5. Create and maintain a sound Filing System for all relevant documents and correspondence.

6. Maintain relevant internal databases, keep track of contractual agreements, and inform respective contract management officials.

7. Make travel arrangements, booking flights, visas and hotel accommodation for staff and consultants.

8. Distribute stationery and other office supplies and maintain accurate stock records.

9. Provide administrative and logistical support in organizing workshops /training/conferences/retreats.

Reception Duties

1. Effectively manage the reception area, accompany appropriate visitors and notify the appropriate staff member.

2.  Control the access of employees and guests to the IDLO office in ways consistent with established policies to safeguard the security of the premises.

3. Place, receive and route all telephone calls; supply information to callers, relay messages, and announces visitors; oversee the well-functioning of the reception area.

Other duties

1. Manage the cleanliness of the office.

2. Ensure that all office areas are cleaned daily.

3. Ensure that the office furniture is cleaned, in order, and properly organized.

4. Monitor the general conditions of the office spaces and furniture to ensure an orderly and tidy working environment.

5. Maintain an up-to-date asset registry

6. Ensure the Guesthouse is well maintained and keep track of Guesthouse records.

7. Perform any other similar duties that the supervisor may assign.

IDEAL CANDIDATE PROFILE

Education and Experience

1. High School diploma or higher. A University degree would be an added advantage.

2. At least 1-3 years of relevant experience providing administrative support to office or projects/programmes.

Languages Requirements

1. Fluency in written and spoken Somali and English language

Knowledge, Skills, and Abilities

1. 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;

2. Excellent interpersonal skills and ability to promote mutual respect and trust and build effective relationships in a multicultural environment;

3. Demonstrated capacity as a self-starter with a proven ability to produce results;

4. Strong client-oriented approach and customer service ethic;

5. Demonstrated ability to effectively use computer and Microsoft Office programs (Word, Excel, PowerPoint, Access, Outlook, Teams), Adobe PDF and virtual meeting software (Zoom, Webex);

6. Excellent verbal and written communication skills in English. Proficiency in other languages is highly advantageous

7. Strong analytical, critical thinking and problem-solving skills;

8. Proven ability to develop and foster working relationships across a diverse team;

9. Good team player, positive attitude, flexible mind, comfortable in working in multi-cultural settings;

10. Willingness and ability to adhere to IDLO’s security policies and regulations at all times;

11. Keen sense of ethics, integrity and commitment to IDLO’s mandate.

TERMS AND CONDITIONS

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 9,984, 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 authorisation 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.

DISCLAIMER AND CLOSING DATE 

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

The Director-General of IDLO reserves the right to amend and change responsibilities or even to cancel the recruitment to meet business and organisational needs as necessary.

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

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: 10 AUGUST 2022 (23:59hrs Rome Time).

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager

Apply here: https://www.impactpool.org/jobs/836299