ABOUT IDLO
The International Development Law Organization (IDLO) enables governments and empowers people to reform laws and strengthen institutions to promote peace, justice, sustainable development and economic opportunity. We contribute to creating stable and inclusive societies where every person can live free from fear and want, in dignity and under the rule of law. To learn more about IDLO, please visit our website www.idlo.int or follow us on Twitter @IDLOnews.
ASSIGNMENT
IDLO seeks a temporary Office Services Assistant. The Contractor will be responsible for, but not necessarily limited to, the following duties:
- Assist with the day-to-day administrative affairs relating to the organization’s premises, including couriers services and ensuring the proper functioning and maintenance of photocopying and vending /coffee machines;
- Responsible for the stock of office supplies, including sourcing of vendors, purchasing of supplies as required, controlling receipt, storage and issuance of supplies;
- Place, receive and route all telephone calls; supply information to callers, relay messages and announces visitors; oversee the well-functioning of the reception area;
- Accompany, as appropriate, visitors and notify the appropriate staff member;
- Assist with the processing of VAT exemptions requests with the Dutch MFA;
- Assist with IT support for the Office, including video- and telecommunication equipment, and printers;
- Responsible for IDLO’s catering services; and assist in the preparation of all official business meals, breakfast, coffee breaks;
- Ensure input of purchase requisitions into the relevant Piazzale section for OS purchases;
- As directed by the HQ Office Services Unit, assist with the management of vendor and supplier agreements, service contracts, leasing, and insurance arrangements in line with relevant IDLO policies in force;
- As directed by the IDLO HQ relevant departments, maintain office efficiency by assisting with the planning and implementing of office systems and procedures, procurement for services, and other related needs;
- Assist with the coordination of administrative relations between the Organization and its stakeholders in The Netherlands, including setting up appointments;
- Ensure the smooth arrival, registration and integration of new employees in compliance with IDLO’s process and national laws and regulations;
- Ensure compliance with organizational rules and procedures within areas of responsibility;
- Coordinate with the Security Adviser regarding security-related matters when needed; and
- Perform other related duties as requested by the Director, Research and Learning.
MINIMUM REQUIREMENTS
Education and Work experience
- Undergraduate degree in Business, Administration or related field preferred.
- 2- 3 years of professional experience with financial and administrative tasks, preferably in an International Organization;
Languages
- Fluency in written and spoken Dutch and English is required.
Specific knowledge, skills and competencies
- Excellent computer skills, including Word and Excel in a Microsoft Windows environment;
- Effective oral and written communication skills;
- Excellent interpersonal skills;
- Able to exhibit a high level of confidentiality;
- Excellent time-management and organizational skills;
TERMS
IDLO is offering a short-term, temporary contract for a period of 3 months. The Contractor will be paid on an hourly basis for 6-8 hours per day.
Applicants must be Dutch national or have a valid work permit for the Netherlands.
DISCLAIMER
The above statements are intended to describe the general nature and level of the work being performed by the Contractor 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 assignment to meet business and organizational needs as necessary.
HOW TO APPLY:
All interested applicants are encouraged to apply via our website www.idlo.int/jobs and submit a resume and cover letter. IDLO is an Equal Opportunity Employer and values diversity in all areas of its operations. We welcome and encourage diverse applications. Application deadline:5 October 2015.
