IDLO IN LIBERIA
Since 2016, IDLO has been supporting the Government of Liberia in efforts to strengthen the rule of law. IDLO is currently implementing a counter-trafficking in persons (TIP) project which seeks to enhance the capacity of law enforcement officers, prosecutors, and judges to investigate, prosecute, and adjudicate TIP cases in line with the Revised Act to Ban TIP (2021) and the National Action Plan (2019–2024); and raises awareness of human trafficking in communities. IDLO is also implementing a project designed to enhance gender equality in Liberia’s security sector by providing opportunities for women law enforcement officers to advance in their careers. In collaboration with national and international partners, the project works to build the knowledge, skills, and capacities of women law enforcement officers with a view to enhancing the execution of their duties, facilitate opportunities to advance their professional careers, and seek to address issues of gender discrimination.

THE POSITION

Under the supervision of the Finance and Administration Manager, the Office Assistant will be responsible for managing general administrative duties for the Country Office.

Primary Functions:

Administrative Support

• Assist with the day-to-day administrative affairs relating to the organization’s premises, including.
• Attending to courier’s services, and mail.
• Process the monthly office utility bills and follow up with Finance to ensure timely payment.
• Create and maintain a sound filing system for all relevant documents and correspondence.
• Maintain relevant internal databases, keep track of any contractual agreements, and inform respective contract management officials.
• Make travel arrangements, including the booking of flights, visas, and hotel accommodation for staff and consultants.
• Provide administrative and logistical support in organizing project activities, including workshops and trainings.

Reception Duties

• Effectively manage the reception area, as appropriate, accompany visitors, and notify the appropriate staff member.
• Control the access of employees and guests to the IDLO office in ways consistent with established policies to safeguard the security of the premises.
• Place, receive, and route all telephone calls; supply information to callers, relay messages and announce visitors; oversee the well-functioning of the reception area.

Office Cleaning

• Manage the cleanliness of the office.
• Ensure that all office areas are cleaned daily.
• Ensure that the office furniture is cleaned, in order, and properly organized.
• Monitor the general conditions of the office spaces and furniture to ensure an orderly and tidy working environment.
• Perform any other similar duties that may be assigned by the supervisor.

Education and Experience

• High school diploma or higher. A university degree would be an added advantage.
• At least 1-3 years of relevant experience providing administrative support to offices or projects/programmes.

Languages Requirements

• Fluency in written and spoken English language.

Knowledge, Skills, and Abilities

• 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;
• Excellent interpersonal skills and ability to promote mutual respect and trust and build effective relationships in a multicultural environment;
• Demonstrated capacity as a self-starter with a proven ability to produce results;
• Strong client-oriented approach and customer service ethic;
• Demonstrated ability to effectively use computer and Microsoft Office programs (Word, Excel, PowerPoint, Access, Outlook, Teams), Adobe PDF and virtual meeting software (Zoom, Webex);
• Excellent verbal and written communication skills in English. Proficiency in other languages is highly advantageous
• Strong analytical, critical thinking and problem-solving skills;
• Proven ability to develop and foster working relationships across a diverse team;
• Good team player, positive attitude, flexible mind, comfortable in working in multi-cultural settings;
• Willingness and ability to adhere to IDLO’s security policies and regulations at all times;
• Keen sense of ethics, integrity, and commitment to IDLO’s mandate.

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 availability of funding. 

In addition, IDLO shall offer a yearly basic salary in the range of USD 10,596, 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. 

Applications will be screened on a regular basis; a qualified applicant might be recruited before the deadline. In the interest of making the most effective use of resources, only short-listed candidates will be contacted during the selection process.

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: 29 February 2024 (23:59hrs Rome Time).